11 December 2018
Are your business
documents protected against breaches?
You may have
heard about the data breaches hitting big enterprises, but small and medium
sized businesses are at risk too.
SMEs are dealing with:
● Increased hacks; hackers see SMEs with little
security as easy targets,
● Poor data security is a business risk: hacked
SMEs soon go out of business.
doesn’t have to be expensive or complicated.
In this post we
will discuss three ways you can start securing your business documents today.
1. Have a document management plan
of businesses admit
to storing paperwork in a shed; a further 16% keep business documents in a
These were some
of the most shocking findings from a Cleardata
Most of the
businesses surveyed kept documents in costly filing cabinets, drawers and
While these are
better choices than a shed, they’re still expensive and inefficient options.
A good document
management system would include the following:
● Destroying dated client documents,
● Ensuring you have easy access to documents,
● Indexing and labelling documents.
An easy way to
get the job done is to digitize your document storage.
There’re a few reasons this might be the better option in the long-term:
● In the U.S, 98% of
data breaches in one government division involved paper records, majority of
document security breaches come with paper,
of business who suffer a breach will go out of business within six months,
● Managing paper documents cost U.S. businesses
means less storage costs, improved security and increased productivity as staff
spend less time searching and refiling documents through filing cabinets.
2. Use Digital Signatures
On top of making
it easier and safer to store your digital documents, a digital signing platform
makes it easier to do business and protects your firm against fraud.
couple, from Canada,
a BMW but then stopped making payments. The BMW dealership seized the vehicle
and ended up selling it at a loss on the open market. The car dealership opened
up a case to reclaim their losses from the couple. The couple then alleged BMW
had forged their signatures onto the lease applications. Eventually BMW won, but only after a court
battle that tested the evidence.
Let’s consider how
signatures – which come with an audit trail – might reduce your
vulnerability to potential fraud.
signatures come with its own risks, and can be easily falsified, digital
signatures offer unique protection.
When you use a
digital signature tool, a Certificate
Authority binds your identity to a PKI-based Digital Certificate. Users
end up with a unique digital fingerprint.
PKI technology is the only technology in the world that makes it impossible
to forge signatures.
Using a tool like Secured
Signing also lets everyone who has signed the document know when any
changes have been made. All documents come with a complete digital trail.
3. Password-Protect Your Files
protecting your client data is a simple way to start securing your documents
This is one of
tips from the Federal Trade Commission in the United States of America.
To mark National
Cyber Security Awareness Month, the FTC launched a new
to help 32 million businesses across the US protect themselves against hacks.
It doesn’t have
to be hard.
In Microsoft Word
and Excel, click:
Add an additional
form of security by introducing different access levels for staff. It may not
be necessary for all employees to have access to client’s personal information.
business data – and private customer information - has never been more
important. The digital age has given rise to affordable technologies to keeping
your business documents safe.
By protecting your customers’ data, you’re investing in protecting the future
of your company.
Till next time,