We often associate document security breaches with hackers or viruses rummaging through your servers. Though those are common tactics to receive information from documents, sometimes a simple human error can be the cause of sensitive details leaked.
Ask the Australian Government
In 2013, two cabinets were purchased at a second-hand furniture store in Australia that had previously been used by an Australian government employee. Thousands of “top secret” documents had been left in the cabinets, and all the information was available to an unwanted viewer – all because someone forgot to empty the cabinets.
Smart document security practices don’t just guard against hackers; they make sure your business is prepared for any security breach.
Protecting Your Documents
Here are three things to consider for document security in your office:
1. Protect Access Points
The first and most crucial layer of security is ensuring that your devices are secured from hackers. These measures will protect documents from external threats like hackers and viruses. Proper steps to secure your devices include antivirus software, firewalls, SSL, and encrypted connections.
2. User Authentication
One serious threat to document security is the tray on your multifunction copier Modern copiers can easily incorporate employee authentication to require a user to sign in before a document prints. By requiring employee identification, documents are much less likely to be left unattended at the printer.
3. Trace Documents
Modern methods of watermarking and digital signatures have given businesses a leverage point to encourage employees to consider document security more seriously. Through these avenues, owners and managers can easily track who printed or shared a document, which will hold employees accountable to mistakes and poor practices.
With these practices in place, employees are encouraged to take document security seriously. Situations like Cabinet Files Incident will not occur in your office because the proper steps are in place for documents to be secure. To learn more about document security and managed print services, contact EDGE Business Systems today!
