You Scanned Your Documents, What Next?

Scanning important documents and storing them on your systems is one of the greatest ways to keep business information safe and accessible. But, many people wonder what they must do after they have scanned the documents. If you, too, are on the fence about it, here are three simple steps to follow after you scan your important business documents.

Invest In Digital Security

If you are a business that stores a lot of confidential information on the cloud, it is best to invest in digital data safety. You must treat your digital files with the same care as physical records. So, password-protect your information, or better yet, encrypt all systems and networks to keep any malicious entities from hacking into your data. Utilize two-factor authentication and restrict access to keep all sensitive information safe. In the end, make sure you schedule regular backups so if technology crashes, your data remains secure.

Safely Store Physical Documents

Once you have your digital information safety protocols in place, time to secure physical documents. You might have scanned your documents to clear the clutter and for more convenience. Yet, you would want to store many of those for future needs. Therefore, it becomes imperative to preserve important physical documents, so information thieves cannot easily access any data. Therefore, invest in locked cabinets or those with keypad access. You can also partner with a reliable, off-site record storage vendor to keep everything safe and separate. This prevents your business information from falling into the wrong hands.

Shred Physical Records

Once all your important documents are scanned and stored safely, time to remove those that have completed their retention period and are waste. This allows you to reduce the risk of information thieves accessing any business information. Today, digital records are much safer than printed ones. So it is crucial to get rid of unusable documents and destroy any copies you won’t require in future.

For this, your office paper shredder may be convenient. However, you can also try professional services for a thorough job. Experts can offer the peace of mind a DIY office shredder cannot. Look up "mobile shredding service near me," and you shall be able to find the right service provider. Additionally, shredding companies can also recycle your shredded material, which helps your business stay true to its corporate social responsibilities. Recycling further ensures no traces of information are left behind, keeping you away from identity theft or breach.

The Bottom Line

If you decide to digitize your documents, it is crucial to determine the next steps. So, the first thing to do is secure those digital records to prevent easy access. Next, safely store physical papers, so they don’t threaten your business information. Any waste paper must be shredded to keep your premises clean and sensitive data out of the reach of hackers. But when shredding, ensure partnering with a reliable and experienced company to perform a satisfactory job. Look up "shredding services" online and find local experts to get to the task as soon as possible.

Smart Shred Mobile Document Destruction is a family owned and operated mobile document destruction company serving Long Island, New York.