Business owners need to protect their documents online. Financial records, internal documents, or documents with personal information need to be kept secure. Keep reading for simple and easy ways to protect document transactions.
Use eSignatures
Companies that need to get a signature for important documents should consider using online apps and tools to collect esignatures. Instead of scanning, printing, and emailing a document to a client, it can all be done online. Esignatures allow documents to be legally signed, all digitally. This is more secure, and it is more efficient, and can save valuable time and money for small and large businesses alike. Clients and customers can sign from anywhere in the world, using any device. Sales and service cycles can be accelerated, leading to greater profits. Esignatures also eliminate paper waste and helps protect the environment.
Protect Files with Passwords
If a small business owner’s computer is lost or stolen, sensitive business data is exposed. Documents should be protected with a password protection feature. Microsoft Word and Excel can restrict unauthorized users from opening documents and making changes. Adobe Acrobat allows users to prevent opening, printing and editing PDF files. Documents should be protected with passwords whenever sending them out.
Online Storage
Paper documents are nice to retain for easy access, but it is essential to have a digital backup of important documents. Scan important documents into digital files and save them to a cloud-based storage service like SugarSync, JustCloud, or Dropbox. Cloud-based storage allows users to save files on remote servers that can be accessed anywhere the internet is available.
If a break-in or natural disaster occurs, it can destroy a hard drive. Cloud-based storage systems enable business owners to track who accessed files and what they did with the information. Sending an email with attachments is large and may be difficult to open and read. Send a link to a file or folder for the client to access from a login with a password. Most online storage companies have protections that clients can set up when sharing files, including read-only, passwords, expiry dates, authentication, and more.
Secure Internal Policies
Make it a habit not to leave sensitive data on a printer for others to pick up. Users who share a printer should pick up their documents immediately. Business owners who scan and email private, sensitive documents should talk to their IT professional about encrypting data.
Business owners should regularly remove archived files on a printer. Not every document needs to be kept. Use sound judgment on which files to hold onto and for how long. When employees leave the business, remove their access to the company network. Removing their access prevents them from accessing and downloading private business documents.
Client Portals
Companies that use a SaaS (software as a service) practice management application or document management system may be able to make client portals. Clients create a username and password to access the files that the company places in the file for them. Clients can also upload files to the portal. Depending on which SaaS app the company uses, they can also add invoices, calendars, tasks, and communications. It is worth checking to see if the management application has this feature, as clients benefit from it and information can be shared safely.
In an ever-increasing digital marketplace, business owners need to protect their information. Following these few steps will help secure businesses while making transactions smooth and convenient.
