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Document Security: A Layered Approach


Document Security: A Layered Approach
Document Security: A Layered Approach

The days of locking a paper file are now replaced with electronic archival and retrieval processes within computers. With the click of an icon, pages of documentation are quickly uploaded and viewed by almost anyone that knows how to turn a computer on. Hacking, or simply snooping, around computers has made their security a top priority in this modern age. Using several security techniques, it is possible to keep your documents safe.

Logging In And Out

You may find it frustrating to log in and out of a computer system just to use the restroom, but your documents remain completely secure if others cannot quickly access your system. If you leave your work desk for three minutes without logging out, for example, another user can copy and transfer documents in just one of those minutes. Logging out poses a time problem for would-be thieves. If they do not know the password, it is more likely that they’d be caught in the act as you returned to your desk.

Use Your Software’s Features

When you save a file to your computer, some operating systems offer a “Hide Folder” selection. Although it is not a high-tech strategy to secure documents, you are able to hide the information from quick access. You can always “unhide” the document, if desired, to discard or alter it.

Use encryption software to disguise your electronic archival and retrieval processes. Several software types are available in the marketplace, but most programs require a specific password to access the file. Do not use a simple, or short password. Each password should be at least 10 characters long, mixing symbols, numbers and letters.

Update Your Computer

Document Security: A Layered Approach
Document Security: A Layered Approach

Hackers look for software security gaps to access your files. To avoid vulnerability, keep your software updated and use a current security program. Security software constantly updates programs to cover new viruses and computer hacking schemes. If you are behind on your computer security, hackers may use the opportunity to download critical information.

Physical Backup

For complete document security, back your files up to a separate device. External hard drives, flash drives and compact discs offer you a way to save your documents off of the computer itself. Store the data in a separate location away from your computer. If the computer is damaged or hacked, you have a clean copy of your information that can restore your files.
Keeping your files safe in this technological world means you must pay attention to security updates and consistent archival. Backing up your documents on a separate drive is a constant chore, requiring daily or weekly archival. With many programs available to hide, encrypt or save your information, your documents should be safe from harm using key steps everyday.

Guest Post by: This post was written by Sarah, who consulted Emerging IT, a Melbourne based IT support company during the initial research phase. Sarah has now successfully set up and simplified the computer network in her office.

 

 

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