The answer to the question “how do you manage data protection?” lies in a comprehensive plan to ensure that the document transaction room data of your business is accessible and secure. It covers the whole data lifecycle, from creation to storage as well as transmission, archiving and destruction. It also includes a mapping method to find gaps and weaknesses in your infrastructure and also policies that regulate how data is used and shared within your business.
You should clearly classify your data according to its sensitivity, so that you can safeguard it properly. This involves applying a graphic marking to files and emails that clearly identifies the classification. This label appears when the data is being accessed or stored, and may be transmitted in various ways. Other services that prevent loss of data can easily identify classified data.
Make sure you have secure storage for detachable media: Personal information stored on external devices like USBs, CDs and portable hard drives should be encrypted whenever possible, to prevent it from falling into the unintentional hands. Passwords must be distinct and strong to ward off the unauthorized access.
While it is not possible to completely eliminate all threats, a solid plan for protecting your data can greatly reduce the risk. By adopting these best practices, your company can be assured that all important data is protected from internal and external threats even in the event of a natural disaster or unexpected downtime. This will not only help your organization save money, but also inspire confidence from customers.