Document Security: How to Keep Data Safe

By NE Docs | March 11, 2015

Document Security How to Keep Data Safe

Nothing strikes fear into the hearts of businesses and consumers like a good old fashioned data breach. From this year’s record breaking attack on Anthem to the Heartbleed security bug incident back in April of 2014, it would seem that our information is increasingly under siege and that many organizations are having trouble safeguarding our data. Fortunately for the customers of New England Document Systems, a document conversion service bureau in Manchester, NH, they are very fluent in document security and safeguarding information.

Unfortunately, many of us are ignorant to the potential threats that can plague document security on a daily basis. Healthcare information, for example, is often targeted by hackers for its high value on the black market. However, a Ponemon Institute study has found that only 72% of healthcare organizations believe they are somewhat confident in the security and privacy of patient data.

Beyond the threat of hackers, there are other looming threats that many of us never consider. Natural disasters, for example, pose a large threat to the safety of our data. More importantly, we tend to overlook the biggest threat to security – employees. Many companies tend to overlook the threats of human error and malicious actions. Yet, a majority of data breaches start within company walls, accounting for about 59% of security incidents over the last year.

In order to keep data truly safe, there are a number of precautions and ongoing efforts that must take place. What does it take for a company to truly secure its valuable information?

For New England Document Systems, document security includes:

Fostering internal accountability: The first and most significant safeguard employed by New England Document Systems is the loyalty and professionalism instilled in their staff. With an average tenure of X years, NEdocs has helped eliminate the threat of internal malicious attacks through positive employee interactions.

Investing in staff: In addition to fostering a positive working environment, New England Document Systems invests in its employees and provides regular training sessions related to industry security demands.

Implementing exemplary software security: When managing electronic documents, it is imperative that you maintain the highest level of document security. This includes, but is not limited to, data encryption, IP address limiting, password protections, audit trails, and automated backups.

Enforcing strict visitor policies: At New England Document Systems, every person who enters is required to sign a confidentiality agreement prior to entering and must be accompanied by an authorized employee at all times.

Securing facilities: Employee access is only granted with an active security FOB or non-reproducible key. Only authorized employees are allowed to grant access to visitors or employees without a key.

Investing in superior surveillance: For additional security, surveillance cameras are strategically located internally and externally on all facilities.

Planning for and investing in disaster prevention: Electronic back-up media and sensitive documents are protected in a secured and climate-controlled media vault, equipped with INERGEN clean agent fire suppression system and in-rack sprinklers.

Committing to ongoing testing/audits: New England Document Systems regularly engages an auditing firm to periodically review security and compliance measures.

In order to truly safeguard data, it takes more than just being wary of digital threats. It involves a full-time focus and unyielding commitment to the security and safety of personal information. As the potential threats to document security and personal data continue to rise in coming years, it will be increasingly important for companies to develop, adopt, and maintain strict security guidelines – a pursuit New England Document Systems has been invested in since their inception in 1983.

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