#10 why of records and information management
Records Security and Discretion
RECORD SECURITY AND DISCRETION
Businesses today and ever are all dependent on information, information are gathered becomes records that are then referenced for business operations, transactions, production, procurement, investment, etc. Your business records can either be physical or digital even both at the moment, not withstanding the nature of your records, you need records security.
Who have access to your records?
Where are you records kept, physically or digitally?
What are the security measures in place?
What are the authorization levels in accessing your records?
Who oversees your records management?
Few questions above are the questions that should come to your mind when considering records’ security.
Now What is Record security management?
hat Is Records Management Security. Records management requires appropriate protections for both paper and electronic information. There are three main parts to records management security—ensuring protection from physical damage, external data breaches, and internal theft or fraud.
Security threats in records management come from all directions ranging from malware and data breaches to theft, fire, or flood, making it essential to incorporate multiple types of security in records management.
Paper Records Security
When it comes to paper documents there are several strategies used to handle various security risks like environmental hazards and information theft or fraud.
Locked Storage Areas
Using locks in storage areas like filing cabinets is the first and easiest method for securing paper files. By keeping them locked it will keep prying eyes away and the records safe from theft.
Fire and Flood Protection
Although natural disasters are still a risk to filing cabinets in an office even if they’re locked, off-site records storage facilities use fire-suppression and climate-control systems to protect from natural disasters.
Secure Storage Facilities
In addition to natural disaster protections, off-site storage facilities also implement securities like 24/7 video monitoring, locked premises, and on-site security staff.
Electronic Records Security
Document management system (DMS) software and cloud storage use a range of tools and methods like access controls and encryption to protect files.
Document Redaction
While in the past papers needed to be redacted before they were scanned, today documents can be redacted during the scanning process itself to obscure sensitive parts of new digital documents.
Access Control Lists (ACL)
ACLs are used for limiting access to sensitive files for only those who need it. Predefined lists with authorized users can be configured while any other prying eyes are locked out.
File Encryption
Many electronic document management systems incorporate encryption tools. With file encryption if for example a document is intercepted over an open network, the file will be inaccessible without the decryption key.
Are you sure you have your records security management system in place already?
Will you like to implement the state-of-art record security management system?
Will you like to overhaul your records management system to attain the security that you desire for your records?
Do you need to rehabilitate your archive or your records storage?
Don’t worry too much, El Roi DocuManage got you covered, just give us a call.