Tips to keep records secure and confident

Every company has a legal duty to keep their data secure. Data protection acts put companies under legal scrutiny to do so and, when this fails, they are often met with severe punishment. In a world where such data can reach a high-price on illegal markets or simply be used for unjust and exploitative efforts, the duty businesses have to protect their data is enforced and intensified.

For a company needing to increase security and the confidentiality of such information, it’s very easy to worry about accessibility too. Keeping something secure and confident arguably sacrifices accessibility.

Fortunately, this can easily be achieved through better monitored output and watching out for unnecessary data risks. Likewise, one can look at outsourcing and online back-ups to reduce their chances of losing data but these methods should also help in a more proactive approach.


Controlled output

One way of achieving this is to control the output. In other words, you can keep data accessible through better control of what goes out of the office: one of the more obvious ways would-be thieves could access such valuable information.

Take the humble shredder for instance. Its function is simple but when completed through secure means and advanced services it ensures the most privacy. Outsourced shredding services destroy any evidence or data in a secure manner so that you don’t have to worry about sensitive information falling into the wrong hands. It’s a small change but it adds additional security without interrupting accessibility.

Unnecessary risk

Likewise, there is some data that isn’t simply needed. While long and extensive records are generally encouraged, there are simply old pieces of information that aren’t needed, such as old customer information or surplus copies of reports.

It seems harmless, but without due care these are all risks. Take an extra report, for instance. A staff member might know it’s a spare or might not it could end up in the filing system or crucially end up being discarded and making its way out of the business storage system.

As a result, one extra print-off could end up causing trouble later down the line if it holds valuable insight into the organisation or sensitive client/customer information.

As a result, it helps to have a regular ‘shake down’ in the office; something which can often be outsourced. Such periodic clear-outs remove all of these unnecessary risks, improving the security of the office in return.

The DNetWorks Team