Threats to data and records management often originate from various directions, such as malware, cyber-attacks, data breaches and theft, fire burst, environmental uncertainty causing floods. All such threats can badly expose data to damage for a lifetime. Therefore businesses and organizations need to incorporate multiple layers of security in their records management infrastructure.
In this write-up, we are going to explore why using multiple security techniques is important, where security threats may come from, and what security strategy to implement for better protection of either document in physical or electronic records.
1. What is Records Management Security
Records management needs proper defences for both paper-based and electronic documents. Mainly, three parts of records management safety ensure records protection against external breaches, physical damage, fraud, and theft. Records in physical format are often more prone to damage, thus many professional recodes archiving companies offer documents digitization services to mitigate the risk of breaches.
2. Why Implementing Different Security Measures is Important
Typically, businesses that have sensitive data face various security threats coming from various places that include;
- Fire, flood, and environmental disorders
- Employees theft or misuse of data
- Data hacks and breaches coming from viruses like Trojans and other Malware
As the cyber security threats and hacking become more common, a hacker from around the world are constantly seeking vulnerable spots to get in, it is, therefore, important to implement multiple security measures for the records and data management.
3. Security Measure for Electronic Records Management
Modern achieving and records management companies like cloud storage and documents management system (DMS) software use a variety of security tools and techniques such as encryption and access controls to protect data. Following are some of the widely applicable strategies for better protection.
- Access Control Lists (ACL): The access control lists technique is used to limit access to sensitive documents and allow certain users to access them. A pre-defined list of people being configured as authorized personnel that can access, review, and processes any file of sensitive nature.
- File Encryption: Many records management and records archive technologies firms incorporate end-to-end encryption tools, making it impossible for hackers and broachers to intercept a file without a decryption key.
4. Types of Security Strategies for Physical Records
When it comes to managing records physically, the risk of damage or loss, fraud, and theft becomes higher. However various strategies need to be used, such as
- Flood and Fire Protection: Though environmental disasters pose a great threat to document racked up either in onsite or offsite premises, still records management companies use fire extinguishers and climate control tools to protect data against nature disorders.
- Locked Storages: To keep prying eyes away, using lockable boxes like documents cabinets is the easiest way to protect physical records.
- Secure Storage Facilities: Many offsite storage services providers do implement security measures like 24/7 surveillance, video monitoring, biometric check-ins, lockable in, and exists to preserve data from unauthorized access.
With security threats to data and organization intellectual property, records management organizations need to recognize various forms of security threats coming from where different locations. Recognizing the threats and implementing the right security measures as laid out above are there important to protect data from falling into wrong hands.