The Safest Ways To Store Your Office’s Documents

Documents that pass through your office every day could contain confidential and sensitive information about your business. You should store these documents carefully to prevent them from falling into the wrong hands. If you need secure storage methods, implement some of the safest ways to store your office’s documents.

Digital Filing Systems

Digital filing systems are highly secure and offer quick and efficient access to digital information. Digital storage systems allow you to scan and input information from physical or digital files, then file them away within a network of categories to organize your digital information. These services often involve encryption and password protection, which provides an extra layer of security than traditional physical document storage.

Physical Filing Cabinet

If you still prefer using paper documents, a physical filing cabinet may be the best option for your office. You can insert various files and separators to keep your documents categorized by type, date, and other factors. Without any safety measures, physical cabinets can leave your confidential information open to thieves. However, attaching a locking system or alarm to your filing cabinet can help deter thieves. Paper documents tend to pile up over time, so be sure to organize them and cycle through documents as you receive them to avoid clutter.

Safety Deposit Box or Safe

Safety deposit boxes and safes are both locking mechanisms that can store your confidential documents and personal objects. The biggest difference between these two storage methods is that you can find deposit boxes at your banking institution, while safes are usually a personal storage means. Banks often protect safety deposit boxes with a vault, adding an extra layer of protection. However, they may not offer as much storage space and are a bit more inconvenient to access than a personal storage system.

Don’t Forget To Shred

Eventually, after years of compiling business documents in your chosen storage method, you’re bound to run out of room for filing. Keeping your filing system decluttered is crucial to finding documents when needed and leaving space for new ones. This is one reason shredding your old and outdated documents is so important. Before you dispose of confidential records that have passed the statutory retention period, you must shred them first to protect your information. Invest in a high-security shredder to keep near your filing system when you need it.

Don’t let your personal and confidential business information be at risk of theft and data breaches. Use these safe storage methods for office documents to keep your files secure and limit who has access to them.