Secure client information by going paperless

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SECURE CLIENT INFORMATION BY GOING PAPERLESS

In the digital age, one of the most

major concerns for companies is

keeping their data and their

customers' private information secure

within document management

software. The concern is an

understandable one -

with cybersecurity compromises

cropping up in the news, file theft is

fairly frequent and often happens to

unsuspecting users of cloud

technology. However, this worry

shouldn't prevent businesses from

going ahead in adopting paperless

strategies and improving their office's

electronic workflow, as there are

plenty of precautionary steps it can

take to protect their and their customers' best interests.

How to protect digital data

Fortunately, many paperless solutions now come fully equipped with a number of security

options that can take care of the data that is stored within a newly acquired infrastructure.

With a reliable program at a business's disposal, there is the capability for redaction of

data with a number of annotation options for document storage. This enables a company

to feel comfortable storing potentially sensitive data without worrying about whether any

of the information will be stolen by a hacker, increasing peace of mind while maintaining

a consistent system.

However, digital security doesn't end here - employees must also be sure they are careful

not to swap private information over email, an article in CPA Practice Advisor explained.

"The most common mistake professionals can make is sending an email to a client with

sensitive information (SSN, TIN, account numbers, etc.) in either the message of the email

or in an attached file," the source explained.

Taking personal precaution in addition to using a paperless system that includes built-in

security features can only stand to improve an organization's standard for protection,

which can be used as a marketing point for the brand.

www.papersave.com marketing@papersave.com 877-727-3799

Taking care of tangible private data

Once your paperless document management system is more secure, it's important to

responsibly dispose of existing paper stored in clunky old file cabinets to avoid possible

theft and data compromise. This means acquiring a shredder that can handle large

amounts of paper and a plan to recycle the remains of the old documents - some

paperless solutions include these machines, while other businesses choose to select their

own. Environment advocates EcoCycle suggested taking this practice a step further in a

recent article.

"Instead of shredding, consider ripping off sensitive elements of your documents (bank

account numbers, social security numbers, etc.) and shredding or ripping only those parts,

leaving the rest of the page whole and recycling it with your single-stream recycling," the

source recommended.

Simple precautionary actions like these can go a long way in keeping the business's

reputation intact and customers at ease when entrusting their information to the

organization they purchase from.

Data security is something that businesses should be serious about and seek the same

level of priority in their document management software of choice. When a company

doesn't need to worry about the safety of physical data and can rest assured that

its infrastructure is highly protected, it can continue to focus on its electronic workflow

and keeping office operations running smoothly.

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Tags: paperless office, document management software