For a business to operate effectively, data must be kept on file and often shared between colleagues and clients. Retaining accurate and up-to-date information allows companies to avoid repeating unnecessary work, make more informed decisions, understand how their operation is performing with provable results and keep compliant with legislation.

The data stored by businesses may be sensitive, from confidential company contracts to records retained on staff and customers, and loaded with personally identifiable information (PII). If this data is exposed, it can lead to expensive and embarrassing leaks, damaging enterprises and putting employees and clients at risk of cybercrime.

For this reason, all data stored and shared must be appropriately protected. In the following sections, we’ll explore three steps to ensure file security at your firm.

Label your files

To protect your company documents, it’s essential that you understand the data you use and retain. Classify all your data records in terms of their sensitivity and set different permissions for the area in which they are kept. This simple step will make certain that your most private files are never saved into easily accessible parts of your network, where they can be viewed by those without correct clearance or stolen by malicious operators.

Encrypt all data contained

From the most least sensitive data to your most confidential files, rendering all information you keep and share indecipherable to anyone but those with permissions is advised. Encryption software can efficiently scramble your data files, making sure that no one can read them unless they have the appropriate decryption key, which is issued only to those with access rights.

If you encrypt only your most private data, it can give hackers who penetrate your system a clear picture of which files would be worthwhile to steal. If they spend hours trying to crack your data records only to discover the files hold nothing sensitive, it can be a strong deterrent, leading them to seek out a more vulnerable victim.

Request a signature

Digital document signing provides an exceptionally effective way of tracking the journey of your data, while keeping those without viewing privileges out. Every time someone interacts with a document, their digital fingerprint will remain, so you can easily log all access to the data contained. Digital signatures can also ensure only verified users have access, adding an extra layer of protection to your most important files.

Secure file transfer at your fingertips

Our secure platform at Galaxkey can deliver advanced document security tools that ensure your data remains safe at all times. Track your files with digital signatures and keep unauthorised individuals out of your information with cutting-edge, three-layer encryption. Whether you’re uploading to the cloud or popular storage solutions like Dropbox or Google Drive, or you’re using portable drives and different operating systems, you’ll find our enhanced file security options fully compatible. With no limits on file size, you can protect as much data as you please, so get in touch with our specialist team today and test-drive better document security with a free two-week trial.