Smart Tips to Keep Your Online Documents Safe
- June 28, 2022
- 7 minutes Read
- Security & Privacy
The possibility of losing client files or sensitive information is one of the worst nightmares that plague professionals nowadays. It is a legitimate worry in light of all the reports of cybercriminals who break in and steal everything, leaving a company open to customer churn, legal repercussions, penalties, and even failure.
More and more countries are passing data privacy regulations to ensure that businesses gather and preserve client data with strict conformity to the law to prevent the leak of personal information. There are so many situations where companies have had to pay hefty fines for inadequately protecting clients’ data.
Don’t worry if you haven’t started thinking about client data protection yet—still time to make that right. Simple best practices are relatively simple to apply.
Here are some methods you should adhere to secure your online data.
Use a Fast and Safe VPN
To avoid loss, abuse, unauthorized access, disclosure, or modification of information, VPNs like the Symlex VPN employ best-in-class physical, procedural, and technical security concerning information storage facilities. Using Symlex VPN is considerably more practical when connecting multiple devices. You can add Symlex VPN to five devices simultaneously with just one premium membership.
Only employees who need access to user information to carry out their duties are granted it. Despite the robustness of these systems, it is crucial to realize that no data security measure in the world can provide 100% safety—data centres with high-security standards host servers. You are not required to gather or keep any traffic data or personal information using secure online VPN services at any of these data centres. Therefore, downloading a VPN app to secure your data is essential.
Automate the Process of Data Collection
Determine which processes you typically handle using email first. Then, choose the best business tool to control these operations. To effectively provide your service, you may need to gather papers, historical data, or instructions from your client throughout the client onboarding process. You might develop needs list templates that you and your team would utilize daily to seek supporting documents from any of your clients without using email.
A document collection system is typically available with any client onboarding platform. It is a group effort that can adopt inside your firm to automate your data collection procedure. It would also enable you to secure the way you request client papers and gather sensitive data while ensuring that every team member is using the same document collection procedure.
Only Disclose Information to Appropriate Parties
Important client information shouldn’t be accessible to everyone in your firm. There are more opportunities for possible breaches the more internal stakeholders and staff you have. Creative policies, like a clean desktop policy that encourages employees not to save files on their computers, are essential in the era of remote work.
However, there is no manual way to guarantee compliance at this level correctly. Centralizing the data on common platforms and arming the team with a specialized solution that will automatically restrict access to just those who need it are the best practices to minimize the risk of data leaks from employees’ devices. You can do this to automatically establish roles and permissions for each employee in your firm. Online fraudsters use personal and financial information like cash.
A cybercriminal who has your identity stolen might be able to access your bank account, apply for credit cards or loans in your name, harm your credit score, and more. It would be best to use caution when disclosing too much personal information online. You run a higher risk of identity theft, stalking, and harassment if you reveal your address, phone number, birthday, and other sensitive information. It also applies to the data you publish on social media. Think carefully about the information you share online since cybercriminals can put together your identity from information available to the public.
Use Strong Passwords to Keep Your Documents Secure
Even inexperienced attackers can access your online documents without authorization if you use a weak and well-known password for your login information. You should implement a multifactor authentication system for your online platforms and employ strong passwords. I strongly suggest utilizing a password management solution if you aren’t already. Some software that acts as password managers save passwords with high-level encryption and are free for primary usage.
A solution like LastPass can give you reminders to update your passwords and even let you share your passwords with team members without disclosing your credentials. Most users turn on password protection in the client online interface to ensure that no one else may access any shared documents on Clustdoc.
Use Only Secure Platforms to Share Documents
You can also look at Client onboarding systems if you need a solution that enables secure document sharing in the context of a new business partnership. Unlike a CRM, a client onboarding program is customer-centric. It allows your end customers to send and receive documents from a single secure URL while interacting directly with your staff.
Users can define security criteria for file sharing, for instance, using Clustdoc, which uses the highest levels of encryption, sharing, and accessibility to protect user data. End-user 2-factor authentication is one of the main characteristics that make this possible. By enabling business owners to safeguard their customers and organization against potential security issues, it adds an extra layer of safety to the client account.
You will get access to front-end tools to improve the security of each file requested or sent through these platforms and the built-in protection that comes with using a dedicated business app for handling client documents. Business users can configure a password expiration policy for their clients using Clustdoc, for instance. It is a crucial feature since, according to most security professionals, you should change your password every three months to ensure that hackers can’t access your account for an extended time.
Only Use Platforms with Solid Privacy Policies for Your Documents
Privacy policies are crucial if you want to ensure the system you plan to implement. It provides sophisticated security for securing your client papers and permitting you to comply with data privacy laws applicable to your country while analyzing the various options available to your team. The number of features you can access will determine how well you can adhere to rules; thus, this is an essential factor to consider.
When choosing your future provider, there are a few things to consider:
- How can I record a user’s consent in case there are any concerns in the future?
- How can I keep track of and give my clients an easy way to submit requests for data privacy?
You may send documents securely with Clustdoc because it has built-in security measures and complies with GDPR. Before any file sharing takes place, one of these features allows the user’s approval to be obtained in the client interface.
Only Gather What Is Necessary
If you do not currently have software handling that, we advise adding reminders to your staff’s calendars to regularly review old customer records and remove any clients who are no longer doing business with you. Here, Clustdoc is helpful. For instance, the platform allows you to automatically remove old client records from your account after a specific date.
Are you searching for a more effective method to safeguard your online customer documents?
Clustdoc may undoubtedly assist your company if protecting customer data is a top priority. We put data security above all other aspects to safeguard the papers shared on our program. Visit Clustdoc to begin document gathering on a protected client onboarding platform.
Therefore, a company must have policies addressing the security of documents and enforce such standards. Members with clear guidelines and instructions on handling documents will significantly enhance the team’s capacity to maintain security records. This article has highlighted some of the things you should do when it comes to securing your online forms.