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A List of Top Information Management and Security Strategies

To Do List ConceptThe way your information is organized and handled makes a big difference. Read any one of the thousands of data breach headlines out there, and there’s no doubt that mismanagement and negligence are a leading cause of identity theft and business fraud. To help make your business more secure, we’ve compiled a list of top information management and security strategies. Bonus: These strategies will also help make your business more efficient.

Records Retention

A records retention policy keeps your information organized and secure. It lets you know what documents and data you have, how long to keep them, and when they should be destroyed. If your business doesn’t have a formal records retention policy, it’s never too late to create one. First, consult with your attorney to find out which regulations and requirements affect your industry. Then use a records management service provider to professionally index your documents.

File Digitization

Paperwork earned its bad name for a reason: keeping up with it is a hassle. Hardcopy records with lots of activity are especially prone to getting lost in the midst of manual file retrieval and distribution processes. Unfortunately, losing a document isn’t just inconvenient—it can lead to identity theft, fraud, or both.

Converting your most active records to digital files is a great way to keep your information secure and organized. A document scanning provider will image your files and merge them into an Enterprise Document Management System (EDM). Instead of searching through a file cabinet, use your web browser to find your documents. All access and retrieval activities are tracked so you always know where your documents are.

Data Backup and Recovery

Data backup and recovery are the pillars of information management and security. Besides ensuring you can successfully recover lost or stolen information, backups are an important tool in archiving information for e-discovery requirements.

There are two ways to back up your data: offline to a local server or online to the cloud. Cloud backup simplifies things by eliminating manual backup processes, while offline backup offers an economical solution for archiving a large amount of data. When using an offline backup strategy, make sure to store your backup media offsite in a media vault to protect it from theft and disaster. Purpose-built for data protection, a media vault offers:

  • Ceramic fiber walls to protect media from fire
  • Waterless fire suppression
  • 24-hour video surveillance
  • Alarm monitoring systems

Environmental control sensors keep temperature and relative humidity levels at ideal levels for the long-term preservation of your media.

Document and Media Destruction

In-house paper shredding is expensive and risky. Employees spend time standing over an office shredder paper removing staples and paper clips from files and hand-feeding documents into the shredder, assuming they have the patience to shred at all. Then all shredded material is tossed in a dumpster where it’s susceptible to enterprising thieves.

And what can you do with obsolete computer media that still holds information? Simply deleting files is not enough. Physical destruction is the only surefire way to keep digital information out of the hands of thieves.

Fortunately, there’s a more secure and efficient information disposal solution. A secure shredding service ensures your documents and digital media are destroyed promptly and securely. Security containers are strategically placed throughout your office, making the disposal of files and digital devices quick and safe. On a daily, weekly, monthly, or quarterly schedule, a screened shredding technician collects the contents of your containers and either destroys them onsite at your office or off-site at a shredding plant. Whichever option you choose, you receive a Certificate of Destruction with each destruction project.

 Information management and security go hand–in-hand. Use the strategies we’ve outlined here to make them work together for the benefit of your business.

Richards & Richards provides information management solutions for Nashville businesses. For more information, please contact us by phone or complete the form on this page.

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