No business is immune to privacy breach risks. Businesses small and large across a wide range of industries face threats to their confidential information. The best time to protect your business is before a breach ever happens. Here are four ways to reduce privacy breach risks in your business:

1. Strengthen File Storage and Retrieval Processes

Keeping up with important business records is a challenge when you’re busy. But with no ability to keep tabs on where your files are stored and who has access to them, your private client and business data can vanish from under your nose.

Luckily, a professional records management service can prevent your information from being stolen and misused.

Your files are stored in a secure records centre designed especially for protecting business documents through the use of the following security features:

  • Video surveillance
  • Motion detection systems
  • Perimeter and internal alarm monitoring

Barcode technology tracks each file stored in the records centre so you always know the exact location of your files. A web-based document management system makes it easy to request files and have them delivered to authorized requestors in your organization. In short, you have a professional storage and management solution that offers a full audit trail for your document inventory.

2. Keep Discarded Information Out of the Trash

Paper shredding prevents discarded documents from becoming compromised. But your office paper shredder isn’t the best privacy breach prevention tool. Because of the hassles involved, like tediously feeding in sheets of paper and dealing with paper jams, paper shredders end up being underused or completely ignored.

A professional information destruction eliminates the labor-intensive, inefficient and insecure task of in-house shredding. With a scheduled shredding service, locked collection bins or consoles take the place of your office shredder, where documents and media can be quickly and securely dropped inside. The contents of your containers are regularly collected by a uniformed and bonded information security professional for destruction, keeping your sensitive information out of the trash or recycling bin.

3. Safeguard Your Backups

Backups are essential to privacy breach prevention, but a backup plan must be accompanied by a media protection plan. Without a strict chain of custody, backup media can be lost, misplaced or stolen in transit. A media vault offers a dedicated space for protecting your backup data. When combined with a media rotation service, your media is transported securely from your office to the vault daily, weekly or monthly according to your business needs.

4. Invest in Education and Training

Your employees are the first line of defense for preventing a privacy breach. The more you educate them about data security threats and vulnerabilities, the safer your business information will be. Consider a security awareness training program that teaches your staff how to handle sensitive records and confidential data. Offer strategies for creating secure passwords and how to detect and avoid phishing scams. A written privacy protection policy is particularly useful, as your employees can refer to the document anytime as needed.

Privacy breach risk mitigation is essential to any business. We invite you to use the tips we’ve discussed here to help keep your company protected.

Calgary Archives provides information management services for businesses in the City of Calgary and throughout the Province of Alberta. For more information, please contact us by phone or complete the form on this page.


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