How to Securely Store and Share Confidential Documents Online

Filing cabinets, folders and paper shredders are becoming increasingly obsolete as businesses and homes around the world move to a paperless state. Nowadays, instead of paper cuts, food stains and feisty staples, we are faced by new dilemmas such as forgotten passwords, unsaved progress and malignant viruses. So how do you safeguard your business from these hazards? While there is no way to predict the future, there are three steps that you can take that will drastically limit potential negative outcomes. Read on and discover how to get that much-desired peace of mind when it comes to your online security.

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1. Use a High-Security Online Storage System

The ease and convenience of cloud computing storage systems is unparalleled. Users from many different locations can access the same files with minimal effort, licensing and installation fees are diminished and storage space is a near non-existent worry. Yet the issue of security remains; what if someone hacks into the system? Can files be stolen? Are you still in control of your data?

For many industries, confidential and sensitive materials such as wills, tax returns, deeds and financial statements are the norm. Caught in the conflict between the inefficiency of offline, paper usage and the need for secure protection, many companies are left with the perpetual fear of an online disaster. To combat this, security specialists and businesses such as Your Digital File ( ) are striving to create new levels of defence. The Australian company recently unveiled its Cryptoloc technology, an encryption algorithm that provides an advanced layer of security for its storage system product. All files that are saved are automatically scrambled, meaning that they cannot be opened without a password-protected digital key. If you are serious about protecting your documents and your clients’ information, then investing in a high-security online storage system is the best way to go.

2. Minimise Number of Users with Access

Now that you have your new storage system, you need to carefully consider who has access to it. Just as too many cooks spoilt the broth, too many users will undermine your online security. Do you have the time to monitor everyone’s usage? Do all your employees really need access to all the company’s files? Consider using a hierarchal system whereby managers are given the responsibility of accessing and distributing pertinent information to the employees that they manage.

3. Have Strict Usage Policies and Training

Of course, the management of the storage system needs to go much further than just restricting access. Establishing clear, defined policies and educating your staff will significantly aid you in your quest for sensible, safe and effective usage. Achieve this by forwarding a detailed manual or user document to your employees and follow this up with online tutorials or a quick in-house training session. Ensure that you also specify the repercussions (i.e. penalties) for ignoring or breaking the rules.

How do you cope with the risk of malicious online activities? What sort of security system does your business use? Comment below to share your thoughts.

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