How to Store Your Business’s Digital Files


by Alex Schnee

When you are thinking about moving your files from one place to another digitally, or you are considering switching completely to having your records online, then you need to have a strategy in order to do so. It can be a process to get everything organized the way you want and to make sure that items are secure, but the payoffs can be super beneficial for several different industries.

Here are some things you should know when you are planning on storing files online in the cloud or on a computer drive.

Security first

Before you move any of your data to another location, you want to make sure that it is in a safe place and that you won’t have to worry about hackers. Whether you are choosing to keep records on a cloud service, deal room, or on a drive, you need to add a number of perimeters to reduce the likelihood of having information stolen or lost. Certain businesses might need unique solutions, and you will need to do some research to find out what is best for your company and industry.

Educate your team

One of the easiest ways that important data can be lost or stolen is by workers who aren’t sure how to keep items safe. They might not know how to encrypt emails or they might just be unaware that certain files need passwords or that they shouldn’t be shared. Take a few afternoons and go over the areas where you think your employees might be struggling or where there have been issues with security in the past. You might also want to set up processes so there are guidelines for your employees.

Change passwords often

Another simple solution to keeping your data safe is to make sure that passwords are changed on a regular basis. Not only do you want to ensure that your employees are following this practice, but you will also want to make this a regular habit, as well. Passwords for sensitive items should be changed every few weeks, and you’ll want to follow best practices when it comes to which types of characters you should use. You should also make sure not to use the same password for a number of different accounts, folders, cloud services, and more.

Keep a backup

No matter what, you should also make sure to have a backup copy of all data you have. A common problem with hackers is that they often steal information and hold it for ransom. When you have a backup available, you are one step ahead since it gives you leverage. You should think about storing this backup on another server than you do with the rest of your work files.

In summary

Having your files in one place can make a huge difference when it comes to accessibility, ease of use, and more. When you go into the process prepared, you are less likely to run into problems down the line and you will know where important items are located.

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