3 Best Practices for Small Businesses Storing Digital Records
By: Aries Payne
Today’s small businesses rely heavily on electronic records, from financial data to customer details, to run. However, without the proper storage and cybersecurity measures, businesses risk data breaches, loss, and operational disruptions.
That said, here are a few best practices to ensure your business’s digital records remain intact, secure, and accessible.
Organize Your Records
As your business collects digital records, it’s important to keep them organized so they’re easy to find later:
- Use a standard naming convention. Each file name should clearly indicate its contents and the date it was created. The naming method you choose should be consistent as you add new ones.
- Use a logical folder hierarchy. This ensures that your files can easily be found by following the hierarchy if the search function can’t locate them.
Keep Records Secure
The following tips are essential cybersecurity tips to ensure your—and your customers’—data remains secure:
- Use strong, unique passwords. This is a given for any device or account you use but is especially important for anything that has access to your digital records.
- Implement access control. Limit who in your business can access sensitive information.
- Establish a retention and disposal policy. The policy should outline how long you should keep different types of records and how to securely dispose of them when that period ends.
Backup Your Records
These practices will help keep your data safe in case of loss or disaster:
- Set up a regular backup schedule. This practice can help prevent data loss and corruption.
- Keep a copy of your files in a secondary location. Common options include cloud storage or external hard drives.
Remember: Effective digital recordkeeping is not just a compliance requirement. It’s a strategic decision that can protect your small business from data loss, protect sensitive information, and enhance its overall operational efficiency.
To learn more about how you can further optimize and safeguard your digital records, request an appointment with our IT and cybersecurity business specialist today.
