Regardless of your business size, big or small, you might have some critical or sensitive documents. These include internal documents, some financial records, or some other personal information. So, you must keep them secure to protect from some wrong hands of being misused.
It’s appealing to save all types of costs related documents. But, the aversion is that many companies are digitalizing their documentation where the question of security arises. No matter they’ll rotate PDF file or some other formats, many times we find breaching the security blockage by some hackers. Also, security breaches may occur when you edit a secured pdf file like rotate pdf free but saving the new file without concerning the security issues.
That’s why it’s very significant to keep your company documents with the highest secured stage. Well, let’s know some tips regarding this concern.
Use Strong Passwords for Important Files
It’s an amazing thing a lot of small businesses keep essential documents on their PCs or laptops. These may be some sensitive company data that have a chance to be stolen or lost. If you put a strong password for the confidential data, it can give you a higher level of security. You can do it for Word and Excel files to restrict the unauthorized use that files.
Also, you can protect your document while you’re using Adobe Acrobat. As a result, you can prevent unnecessary opening, editing, copying, and printing your sensitive files. When it comes to the PDF file protection, you have to do it with the standard version.
Create Digital Copies of Your Files
It’s essential to have something more than having a locked filing cabinet to keep your files secured. Hard copies or paper documents are an easy and great way to use. But, they should have a digital back in essence. So, you have to get a good scanner to scan your files for digital backup. Also, you can think to scan your files and save all of them to a cloud storage space.
You’ll find free and paid versions of cloud storage out there like Google Drive, Dropbox, and Mega. This solution keeps your files in a remote area that out of reach of any unauthorized person. As a result, you’re completely stress-free about your company’s sensitive data.
Imagine that you need to get your client’s signature and you have to scan it then print and email it as well. After that, they also print and sign then email it too. This way, you can send your sensitive data using email, but it has some security risks.
So, you can go through the electronic signature that’s the way to sing your documents in a digital way. Also, you’ll get signed documents immediately without the need for printing.
Use Your Smartphone Here
It’s a simple way to get rid of gathering clutter of hard copies of receipts. Yes, we’re talking about to take an image of your paper receipts related to your business.
There are services like Expensify or Shoeboxed to help you keep your expense records easily. They send you digital reports when you shop with some stores.