Top 5 Data Security Tips
Data and document security are two of the most important factors for any financial matter. Making sure that the sensitive pieces of information on invoices, accounts or on any other finance document is seen only by those authorized to is something which requires a lot of care and attention.
As the financial year draws to a close, everyone in a finance office or accounts team will have their hands full with the high volume of documents they’ll be dealing with. It’s at this point that document security standards need to be observed the most, as lost important documents or compromised information can lead to problematic issues. Data protection regulations such as GDPR need to be followed too – all of which add extra time to an already long and carefully managed process.
Print Logic, print management and digital workflow leaders in the North West and Birmingham, specialize in helping financial businesses deal with any document as securely as possible, making sure that they’re compliant with GDPR regulations and saving time. Here are our best tips for data security for financial companies.
Orphaned prints – ‘Follow Me Printing’
Have you ever been handed your printouts to you by a colleague who noticed them waiting at the printer? Or have you gone to collect your latest printouts and found someone sorting through your documents trying to find their own?
When documents are sent to a printer or photocopier, there is a small amount of time between the print button being clicked and picking up the actual documents. Even the most security conscious office colleague can unintentionally leave important information exposed to any passer by whilst paper is waiting to be picked up, but how can this be resolved?
With special rules put into place by a print expert, you can set up your print fleet with ‘follow me printing’. Follow me printing will send all print jobs into a holding queue, where they can be released from when the person printing logs into a free photocopier and authorizes the print job. This means that a member of staff will be able to press print at their desk, walk over to the photocopier, log-in securely and authorize the print job.
Follow me printing guarantees that printouts (and the information which they contain) are seen only by the people who are authorized to. Printouts are no longer sat in the photocopiers waiting to be seen by anyone, making them compliant with GDPR and as secure as possible.
Digital Workflow – Keep Track of Documents
There are sometimes moments when a document already within a workflow or process can become lost, or occasionally no-one is quite sure at which stage it’s at. When information on a document is needed urgently, it needs to be located right away. Not knowing where a document is at any given time is not only frustrating, but also a huge security breach – especially where financial information is concerned.
By switching to a digital workflow, all documents are stored in a completely secure online platform. Access to this platform can be configured for any level of security, granting higher levels of access to managers, with lower access options available to other office workers. Documents can be accessed through a unique web portal anywhere (and on any device), through a secure login.
When a file needs to be found quickly, a simple search is performed (such as typing in an invoice number, or even a company name) and the document is presented immediately. Finally, all documents are traceable the entire time they’re stored on the system, complying with GDPR. Once they’re finished with, they can be automatically uploaded to an ERP system, such as Sage or Xero.
Digital File Cabinets
Document storage is definitely a huge consideration when it comes to security. Storing files in a secure room, or even in a filing cabinet are good ways to keep things secure, but a more robust, scalable and efficient solution is available.
Digitally converting documents not only allows them to be worked through, searched for and completed in a more productive manner than paper counterparts, but it also makes them more secure.
With a digital file cabinet, documents are all stored in a secure online location – locked for anyone not authorized to view its contents. Permissions can be set at any level, for any user, and are configurable by a designated system administrator. Additionally, information on documents can be redacted and censored to certain users, allowing for a greater level of security.
Scan it then Shred-it!
What happens to your documents once they’ve been dealt with? Sometimes they’ll be stored in an unlocked file cabinet, or just scrunched-up and thrown into a bin. The best way to handle a completed file is to scan It in at a photocopier, before shredding the physical copy.
One of the best ways to keep data secure is by scanning in all physical documents so that they’re stored in an online or local location. The file can then be only seen by those who are authorized to do so, leaving the psychical copy free to be destroyed at the shredder.
DRIVVE – Secure storage of Documents
Every financial office deals with all manner of document which need to be completed, logged and filed correctly every day. These all need to be able to be found and checked quickly for future reference.
A lot of financial companies are turning to digital storage as an alternative to older means of filing, but many find that the long process of scanning in, sending, renaming, storing and filing (for each individual piece of paper) too time consuming and too inaccurate.
Using smart scanning systems such as Print Logic’s EasyFile solution, many businesses can now scan in whole stacks of paper into the copier at once, and with the push of a button have it automatically send to, renamed and filed correctly 100% of the time, with no more human input. Files are all recognised, stored and renamed appropriately in an automated process, turning a long process into one that can be completed in 5 seconds. This process is secure, so all files are protected by default, and each piece of paper can either be saved as a searchable PDF or imported directly into the company’s ERP management system.
Looking To Make Your Office More Secure? Contact Us!
Get in touch with one of our print experts for more advice on how we help with document security, lowering costs and achieving a more productive office. Reach us on 0330 058 3895, email , or request a call back.