How to keep physical records safe

Think we have gone “paperless” and “green” in the digital era? Think again. According to The Economist, worldwide paper consumption has increased by half in the last 30 years. In the U.S., we use the equivalent of 5.57 trees per person per year.

Now, a lot of that paper is used for books and things that require no privacy protection – but what about your company’s records? Is your printed company and client data protected?

6 ways to protect physical records

Whether a physical disaster strikes or you have insider threats, here is what you can do to keep your physical records safe:

1. Keep them under lock and key

Physical records should not be kept in an unlocked drawer or file cabinet. They should be kept in a locked, fireproof file cabinet.

2. Digital upgrade

We really suggest going the extra mile and getting a digitally locked file cabinet. These cabinets give everyone his or her own access code, so in addition to having files locked up you can monitor access.

3. Limit access

Speaking of access, you need to restrict who has access to documents. Not every employee needs to have access to every file – so don’t let them have that access. This is where having a digitally locked file cabinet comes in handy. You can create user profiles to allow certain people into certain drawers.

4. Create a retention plan

Do you really need all the records you have collected since the beginning of your business? Probably not. Create a retention plan that is in compliance with any industry laws and regulations and dispose of records you don’t need on a regular basis.

5. Do you need a paper copy?

Over the last decade many businesses have be digitizing their records so you don’t have to do it yourself. Take a look through some of your files, like bank documents, and see if the business already has them secured online for your use.

6. Install surveillance

Your records room and copy room should be under video surveillance so even if a criminal bypasses all other security measures, you have the criminal on camera.

We often refer to cybersecurity when talking about information security, but physical security is just as important. A criminal could photo copy years worth of confidential company and client data in an hour – protect yourself and you clients by using the security tips above.