Security of records comes from all directions ranging from malware and data breaches to theft, fire, or flood. It is essential to incorporate multiple types of security in records management.
In this video or blog below, you’ll learn more about why using multiple security strategies is important. In addition, learn to know where top security threats come from, and the specific types of securities used with document management system software and records storage today.
What Is Records Management Security
Records management requires appropriate protections for both paper and electronic information.
There are three main parts to records management security—ensuring protection from physical damage, external data breaches, and internal theft or fraud.
Why Using Different Security Types Is Important
Since new digital hacking threats are also constantly emerging to target different security weak spots, it’s critical to use multiple types of security strategies with records management. Organizations face a range of security threats that come from all different angles, including:
- Employee theft and misuse of information
- Fire, flood, and other natural disasters
- Data breaches caused by viruses, trojans, and other forms of malware
Security of Paper Records Tips
When it comes to paper documents, there are several strategies used to handle various security risks.
Locked Storage Areas
Using locks in storage areas like filing cabinets is the first and easiest method for securing paper files. By keeping them locked, it will keep prying eyes away and the records safe from theft.
Fire and Flood Protection
Natural disasters are still a risk to filing cabinets in an office even if you lock them. However, off-site records storage facilities use fire-suppression and climate-control systems to protect from natural disasters.
Secure Storage Facilities
In addition to natural disaster protections, off-site storage facilities also implement securities like 24/7 video monitoring, locked premises, and on-site security staff.
Security of Electronic Records Tips
Document management system (DMS) software and cloud storage use a range of tools and methods like access controls and encryption to protect files.
Document Redaction
In the past, papers needed to be redacted before they were scanned. Today, documents can be redacted during the scanning process itself to obscure sensitive parts of new digital documents.
Access Control Lists (ACL)
ACLs limit access to sensitive files for only those who need it. Predefined lists with authorized users can be configured while any other prying eyes are locked out.
File Encryption
Many electronic document management systems incorporate encryption tools. If a document is intercepted over an open network, the file will be inaccessible without the decryption key.
Enhance Your Security of Records Today
Join Amazon, Google, and other companies we’ve helped to find records management systems with all the different types of security needed to protect their information.
To get free and no-obligation quotes on off-site records storage, electronic document management systems, and other records management services from nearby providers, simply fill out the form, give us a call at (866) 385-3706, or contact us directly using our live chat. Within minutes of receiving your request, you’ll receive customized quotes from experts in your area.
