No matter the size your business, you no doubt have a variety of sensitive documents that you want to keep safe. Whether your documents are employees records, financial statements, or proprietary information, there is a variety of ways that you can keep your documents safe. Whether these documents are kept inside a big office building, or in your home office, you must take steps to safeguard them. A theft could mean identity theft, financial losses for your company, and even legal action brought by those whose personal information you have.

First, reconsider how you get rid of documents once you’re done with them. If you throw them in a trash, any enterprising identity thief could get ahold of the information. In fact, most of these thieves know that garbage cans are a great source of personal information. Instead, dispose of those documents using a paper or document shredder. If you have many documents to shred on a regular basis, you may want to hire one of many shredding services that will dispose of your documents in a safe way.

For documents that you want to keep on hand, consider digitizing the files. Although we often think of ourselves as a “paperless” society, we all know that there are a variety of documents that businesses generate, and those documents often contains sensitive information. Employee documents and HR files, for example, may include Social Security Numbers. Medical documents may include information about patient care, medications and treatments. These documents can be scanned (or, “digitized”) and encrypted to make the safe and accessible.

Once your documents are safely digitized and encrypted, you have the ability create backup files, in case of fire, theft or other damage. Although theft is certainly one of the things you’re eager to protect your company against, you may also want to take into account the damage that may result from fire, pests, flooding or other natural disasters. By digitizing your information and keeping it off-site, you can increase the safety and security of your documents.

If it is necessary to keep your documents in a hard-copy form, or if you would like to maintain these original records, invest in a locking fireproof cabinet or safe. Naturally, the cabinet or safe you purchase will depend on the number of documents you need to store as well as how imperative the safety of those documents is to your business.

Go the extra step of increasing security and surveillance around the area where such documents are kept. For example, install door and window alarms on any access points leading to the records. Position a surveillance camera pointing towards the records. If there is ever a question of who has accessed the files, your camera records will be invaluable. Even a dummy camera can be quite effective at preventing theft.

Even if you think the files are safe in your home office, take these steps to prevent them. In fact, thieves are often aware of who has a home office, and where it is in the home. This room quite often contains expensive electronics as well as sensitive files, making it an attractive target for burglars.

Keeping a close eye on your documents is the first step towards protecting them from theft. Limiting the number of employees with access to specific files is one way to increase the level of security. Consider the importance of the document and how much you’d be willing to invest to protect them. Your overall decision should take into account whether or not other parties would be interested in the documents and what, if anything, they might be willing to do to access those documents.

Author Bio: Resist Attack has a full range of TASER devices to keep you and your family safe. Also check for current specials on a hidden surveillance

Category: Advice
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