Keeping Your Documents Safe: Best Practices

Keeping important documents safe is a crucial aspect of our lives. Whether it is our personal information, financial details, or business records, we rely on these documents to maintain our privacy and secure our property. Losing or mishandling these documents can have severe consequences, ranging from identity theft to legal disputes, and financial losses. Therefore, it is essential to follow some best practices to ensure that your documents are safe and secure. In this article, we will discuss some of the most effective ways to keep your documents safe.

1. Use secure storage facilities

The first step to keeping your documents safe is to choose a secure storage facility. Whether you are keeping paper documents or digital files, you should make sure that the storage facility you choose is secure and reliable. If you are storing physical documents, investing in a fireproof and waterproof safe is a great idea. Make sure that the safe is bolted to the floor and kept in a dry, cool place. If you are storing digital files, store them on an external hard drive or cloud storage applications such as Google Drive or Dropbox.

2. Use strong passwords and two-factor authentication

If you are storing documents electronically, make sure that you use strong passwords and two-factor authentication to protect your documents. Using weak passwords or the same password for multiple accounts put your entire digital life at risk. Two-factor authentication provides an extra layer of security by requiring a second factor, such as a code sent to your phone, before allowing access to your account.

3. Regularly backup your data

Backing up your data regularly is essential to keep your data safe. It is important to have a backup of your documents in case of any data loss or theft. Regular backups ensure that you always have a copy of your documents, even if your computer or storage device is damaged or stolen. Cloud storage solutions such as Google Drive and Dropbox also regularly backup their servers and provide you with the ease of accessibility form any device.

4. Shred or destroy documents with sensitive information

If you have any documents that contain sensitive information, it's important to dispose of them properly. Shredding or destroying these documents ensures that no one can access this information if they gain access to your trash. The average household and office shredders can handle several sheets of paper at once and will cut your documents into small, unreadable pieces.

5. Protect your personal information

Protecting your personal information is crucial to prevent identity theft. Avoid sharing your personal information with strangers and be cautious about what you share online. Be careful when filling out forms, and never give out your Social Security number or other sensitive information to an untrusted source. Never click on a link in an email from an unknown sender or download any unknown file or application to your device.

6. Keep an inventory of your important documents

Keeping an inventory of your important documents ensures that you can quickly understand what documents you possess and which ones you’re missing. It’s also useful in case of a natural disaster to ensure you know what documents you need to replace. Keep a list and frequently update which documents are stored where, when they were last updated, and any other information relevant. This can prove invaluable in case of any emergency concerning your documents.
In conclusion, keeping your documents safe is crucial, and following these best practices will ensure that you keep your information secure. Store your documents securely in fireproof and waterproof safes and regularly backup your data on external hard drives or cloud storage. Use strong passwords and two-factor authentication to protect your documents and personal data. Dispose of documents containing sensitive information properly, keep track of your documents, and always be careful about what you share online. By following these best practices, you can ensure that your documents are safe and secure, and you can have peace of mind that your personal life and business are protected.

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