Tips to Ensure Records and Document Backups Remain Safe

Ensure Records and Document Backups are Safe

Companies and small businesses spend billions of dollars on software and hardware that safeguards information. In recent years, hackers exploited machines and retrieved millions of records illegally. These data breaches include sensitive and confidential information, such as property rights, medical and legal records.

In the wrong hands, these records can aid identity thieves. System crashes and other unwanted attacks can also compromise stored records.

Many digital storage professionals suggest developing a process for duplicating sensitive data to keep it secure. While backing up information solves the initial threat of losing sensitive information permanently, it becomes vitally important to protect these copies from criminals and unexpected disasters.

Develop a Security Policy that Includes Records and Document Backup

Companies and small businesses should develop a security policy that protects backup-related systems. Protecting the main storage system does not secure backup-related information, which can become the target of hackers in the first place. In fact, hackers may target backup hardware and software before they attempt to breach secured networks.

Therefore, it becomes vitally important to protect your systems and electronic documents and records. Companies and small businesses can secure their backup systems by developing a policy that includes securing access controls, system monitoring, and physical security. It also helps to include backup-related systems in any disaster recovery and incident response plans.

  • Develop a security policy that includes backup-related systems.
  • Be sure to secure backup-related systems in every way possible, including their access controls, monitoring, and physical security features.
  • Include data backup-related systems in disaster recovery and incident response plans.

Restrict Access to Backup Systems and Secure Documents

Companies and small businesses should restrict backup software rights to authorized personnel only. A limited amount of people should have access to this sensitive information to safeguard it against unscrupulous employees.

It eliminates the risks of having sensitive information passing through too many hands. Information Technology (IT) consultants and service technicians can secure Web-based interfaces that store backup information.

Store All Backup Systems In a Secure Facility

Store backup-related systems in a separate building with authorized personnel to eliminate damage from fire or security breach. This makes it difficult to lose information all in one shot. Install secure access controls to the room or building housing the backup-related information. Use security badges, passwords, surveillance, and biometrics to protect the room or building from illegal entry.

  • Hire authorized personnel to secure and maintain backup-related systems.
  • Keep backup-related systems in a separate building to safeguard it against fire or security breach.
  • Hire Information Technology (IT) consultants and service technicians to secure Web-based interfaces used to store backup information.
  • Install secure access controls to the building or room housing the backup-related systems. Use security badges, passwords, surveillance, and biometrics to keep the information safe.

Companies and small businesses should choose “fireproof” safe and media-rated safe software and hardware. Handle backup-related systems as if they were other critical hardware, regardless if using network-attached storage (NAS), tape, or external drives. Investigate third parties who handle security and off-site storage. Many security firms promise to protect sensitive data through a contractual agreement; however, contracts alone do not prevent security breaches.

Protect your Systems When Giving Access To 3rd Parties

Be sure that any third-party exercises caution when handling backup-related software and hardware. Do they use password-protected software and hardware? While passwords do not offer top-notch security, they do add an extra layer of protection. In addition, encrypt data storage devices with strong pass phrases.

  • Choose “fireproof” and media-rated safe software and hardware when backing up data.
  • Investigate third parties, such as security firms, to determine the level of security used to protect existing backup software and hardware.
  • Be sure that the backup-related systems are password protected.
  • Encrypt data storage devices with strong pass phrases.

Corporations and large-scale companies have probably taken measures to secure their backup-related systems. However, small companies and businesses may have exploitable holes for those hackers searching for the most opportune target.

Enterprises dealing with sensitive data should consider securing their backup-related systems immediately. Hiring in-house security personnel or a third party will help locate and solve these problems. Sometimes the smallest problem can turn into a huge mess. Make backup-related data security a priority today.

Get Free, No-Hassle Quotes on Records and Document Backup Today!

Record Nations provides document and data management services via a network of highly specialized partners nationwide. We have over 20 years of experience in document and data management services. If you would like a custom quote for your data backup or storage needs give us a call at (866) 385-3706 or fill out the form to the right.