Security is important in all aspects of life. When it comes to your business, ignoring security can lead to serious consequences. Keeping your documents safe, online and offline, is a major concern and is an area that many companies have been working on to ensure you have peace of mind when storing or sending your documents.
This post aims to outline for you in simple terms the ways in which you can protect your documents, from the low ? tech options to the mind-boggling processes that stop online deviants from accessing your data. So, let?s get started.
Online
The online space can feel like an open, vulnerable environment for your property. Luckily there are systems put in place to protect you.
DRM?- Digital Rights Management (DRM) aims to limit a person?s access to your online content, product or service. This usually takes the form of a Restrictive Licensing Agreement which the user has to agree to before accessing your product or content, and stipulates how the user is and is not allowed to use, share, copy or convert what you have licensed out to them.
Encryption?? Encryption is used to turn a document into unintelligible ciphertext so that unauthorised users cannot understand the content if they gain access to it. To decode the ciphertext the correct decryption key is needed, which decodes the ciphertext to reveal the original content.
Backup And Archiving?- It is wise to back up your documents to a secure archive at regular intervals to avoid the loss of important data in the event of a technical malfunction. If you are a small business there are cheap and simple ways to do this, such as backing up to an external hard drive or device. If you are a larger company however there are also services that specialise in compiling and storing backup data and tapes to secure vaults away from your own server.
Offline
We may be living in a digital age but we haven?t made the jump with both feet into the cloud just yet. There is still a place for offline document storage and security, and that means there are still risks to protect against.
Security Labels???Is your document or product travelling a distance and changing many hands? If so you may be worried about tampering, interference or theft. To safeguard against this you can use a Security Label. These can be holographic, thermal or forensic, and used in tandem with a tamper ? proof seal and other methods, can help to identify your property and prevent theft.
Protected Paper?? If you are worried about forgery of physical documents try printing them on Protected Paper. These paper types work by adding a distorting layer on top of your text so that when the user attempts to print or scan the document the content is blocked. This means that the document cannot be reproduced.
Document Storage?? Some documents such as deeds and contracts may need to be kept for many years. To keep them safe, not just from tampering and theft from other people but also from damage from fire, flood or other outside factors, consider using a storage vault. These are buildings specialised for holding important documents and have all the necessary systems in place to make sure that your documents are protected.
What are your thoughts on?document security? Do you feel safe under these systems? Or is there still room for improvement?
Grant Bailey is a writer for Payne Security. He writes on the subjects of social media, data analysis and web innovation.
Post Tags: backup, documents, DRM, encryption, security, storage
Source: http://socialwebtools.info/basics-online-offline-document/
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