Sharing and storing data files are both critical processes for many companies and government offices, but it is essential that the content these records contain is always secure.

From local councils that retain private information on members of the community, to enterprises with detailed records on clients, suppliers and staff members, a wealth of confidential data is held on others. Here in the UK, the Information Commissioner’s Office (ICO) regulates how data is used and able to be accessed, ensuring it remains protected.

If a data leak occurs exposing sensitive information, a full report must be made to the ICO explaining what has happened. If the regulator finds that inadequate security measures were taken to safeguard the data disclosed, a business can face financial penalties.

In the following sections we’ll explore some important procedures companies can put in place that will effectively enhance their current document security levels.

Organising data correctly

You can’t protect data if you do not understand it. Those charged with protecting information used and stored by their company must have a comprehensive understanding of all data and its sensitivity. Once this has been established, secure areas can be created within an enterprise’s system and given different levels of protection. Data can then be classified with different levels of confidentiality and stored in the area that suits its content.

This may be a complex system with multiple layers or simply two types of data – public and private – but this will depend on the type of information handled by a firm. The best policy is to ensure that people have the least privileges possible to view documents and only give access to those who require information to perform their specific role.

Document tracking

The General Data Protection Regulation (GDPR) insists that if a firm keeps or handles data, it is responsible for its safekeeping. Upon request, it must be able to find data and make it accessible to a data subject, delete it or alter it when it is incorrect. For this reason, being able to always keep track on documents in your system and see who has accessed them is exceptionally useful.

One of the simplest and most effective ways of achieving this goal is to make electronic signatures a requirement for access, amendments and deletions. E-signatures provide proof of all interactions but can also ensure that only users with appropriate permissions are ever able to view or download data.

Encrypting the information you use and keep

Using data encryption software is the most efficient way of protecting not only the information you store on systems and servers, but also the content you include in emails and their attachments. At Galaxkey, we have developed a secure system that allows uses to encrypt all documents and communications with three layers of protection. Our platform also includes an electronic signature function, and no passwords are ever stored where they can be exploited.

If you’re ready to step up your document security protocols onsite, contact our team today and arrange a free 14-day trial.