Document Security is a major issue faced by almost all businesses operating worldwide. When a business uploads its documents onto the internet through cloud storage devices and platforms, they are at a very high risk of falling prey to malicious viruses and dangerous hackers. When placed in a physical form, there is a very high chance that they can be lost or damaged due to consequence like fire or theft.
Many businesses around the world have had to face severe situations of data theft and security breaches, forcing them to pay a heavy price. It is, therefore, a wise and important decision to take security measures seriously when uploading important documents of a business such as bookkeeping records and financial transactions.
An Introduction to Document Security
Document security, defined in literal terms, is the maintenance of security of all of the important documents stored, filed, backed up, processed, delivered and eventually disposed of when no longer needed.
As documents face major security threats, one has to realize the importance of developing a backup and storage plan for documents. It is a much more complicated process than just choosing a storage platform that will provide you ample space. It involves deeply understanding the security features, capacity and ability to maintain a backup in case the documents are lost. If the documents are lost, your document storage platform should have the ability to easily retrieve them.
Many businesses hire companies that provide storage facilities instead of spending cash on renting/leasing more space for storage. This is not only a cost effective method, but also provides sufficient document safety because the storage facility companies guarantee sufficient security.
A cost effective method used by many businesses for document storage is hiring companies that offer document storage services in the form of document storage and management platforms, instead of having to pay a lease for more space. Another major reason that document storage should be a top priority for any business is document security.
Document security is a highly complex service for document storage that requires a facility to be secure, safe and provides individuals who have the expertise of handling, retrieving and storing documents on the behalf of other businesses/companies.
Although, there are some mistakes related to document storage and management that should be avoided at all costs:1. Documents that are not labeled or packaged in an organized manner are often very hard to locate. Most facilities complete the task for businesses as they mostly provide their own packaging, retrieval, and storage system.
2. One major factor that many businesses are concerned about is the security of document storage. Most documents stored online are not safe as they are likely to fall prey to malicious attacks on the internet. Documents are easily accessible to third parties and can be hacked despite having security. Therefore, the lack of an effective encryption method can prove to be fatal for a business.
3. Document storage, if not managed properly on a daily basis, can get jumbled up, resulting in a troublesome and time-consuming retrieval process.
The Importance of Document Security
Although document storage seems to be a bit costly and proves to be a little time consuming, it saves the documents from vicious threats if they are properly encrypted, alongside providing the ‘make life easier’ benefit.
With the use of document storage platforms, effective document management can easily be executed as all of the documents can be placed in one spot in an organized manner. Businesses can store all-important documents like bookkeeping and employer records that can easily be accessed when needed.
Secondly, employees working in document storage facilities are highly trained and have security clearance to protect the documents by placing them in damage resistant areas.
Document storage facilities are no doubt the best option for effective document security and efficient management, especially for businesses who have important data they want to keep secure. A cost-effective, secure, and easy to use document security system is a must for your business for executing effective management strategies.
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