How to protect and store your online documents
With the convenience of technology comes cyber-security risks
Having your documents kept in the cloud, becoming online documents, is a great way to reduce the amount of storage you need and the time it takes to access your clients’ information.
However, using online technology to store documents does have risks, with hackers about ready to prey on people’s personal information.
So how do you protect your online documents and those of your customers?
Here are a couple of quick tips:
Word, excel and pdf documents are all able to be password protected. You can add passwords in Microsoft Word or Adobe Acrobat by accessing File >> Properties >> Security.
When it comes to passwords, use strong ones that are more than simply ‘password’ or your company’s name followed by the number 1. If you have trouble keeping track, consider using a secure service such as Lastpass to store all your passwords.
Keep backups of your online documents
As handy as it is to have things in the cloud, it does help to safely store copies of important documents on disc, thumb drive or even in hard copy. This means that if a system goes down you can still access the information you need in an emergency.
Organise your filing system so that you know where your documents are and remember to return hard copy documents as soon as you have referenced them so that they don’t go missing.
Use a secure storage service
Many free document storage services don’t actually provide proper security. The truth is that you get what you pay for, so consider using a high-quality document storage service that protects your documents and your clients’ by encrypting them so that they are harder for hackers to access.
In some cases, you may be required by law to encrypt documents, so make sure you understand the rules of your industry and the importance of protecting the personal information of others.