Using safety features like secure electronic signatures is a must for companies using electronic documents. Safekeeping business documents is a vital role in any business. Since these pieces of paper or electronic files contain different kinds of valuable information, including the legality of business transactions and ownership of properties, you need to make sure that they are they are safe from scammers, hackers, and other criminals.
One modern way to step up the protection of your treasured documents is by digitizing them. Encryption of digital materials is equally safe or even safer than keeping their originals in secured vaults. But conversion into electronic form is only part of the security process. You can beef up the security of your papers by using the following tips:
Ways to Safekeep Your Electronic Documents:
Create a plan for organizing and accessing the documents before scanning
Before you invest in digital signature and e-signature solutions, firstly, you need to streamline your document digitalization process. Since this activity involves setting passwords and other confidential security procedures, you should choose only the people you trust. You may need to perform the conversion process in batches with different sets of people to make sure that no single person other than you as the business owner can access the document once it stored in servers.
Invest in Digital Signature and Electronic Signature Software
You can also use a digital signature and e-signature software online or offline. Use DocuSign, AdobeSign or any other applications that can protect your e-signatures for business. These programs allow you to sign electronic documents without the need for printing them. Once you print the documents, you are exposing confidential information to unauthorized employees and other people.
Use strong passwords
Passwords act as keys to your documents. So, see to it that other people cannot easily obtain it. One way to make them hard to guess is by making them very long and complicated. Use a very long string of words with combinations of numbers and special characters not derived from a common phrase, Bible verses or birthdates. Also, stop the habit of many people of reusing their passwords. If you have trouble remembering them, use a password manager app or better yet keep a document offline if you want to keep them safe from data breaches.
Ensure mobile and web security
Many documents nowadays are sent or accessed via the internet. If your phone or PC is not protected, you may unwittingly expose them to hackers. Always consult with IT professionals to ensure that your anti-virus and other security apps are updated regularly. You may also need to ask cloud computing experts on how to protect your files while saved on the cloud.
Create a Backup Plan During Disasters
Accidents and disasters can happen anytime. For this reason, you need to find an alternative location to save your files when unexpected events strike. One modern method is by investing in cloud storage. You may also need to produce authenticated copies and keep them in climate-controlled vault protection facilities.
While digitizing your business documents can prevent unauthorized access, they are still vulnerable to criminals. You can only ensure the protection of your files if you do the tips above like investing in offline and online digital signature software and getting regular updates on your mobile and web security applications.