Are Your Businesses Documents at Risk?

One of the most stressful things to worry about as a business owner is what happens to your valuable documents.

Before this new digital age, there was always the constant threat of something happening to the documents, such as if they got stolen, burnt or water damaged.

Can you imagine the damage that would occur if confidential documents just ‘disappeared’ or important cliental information needed to be recollected because there was a fire in the store room?

The reality is that many companies can still relate to the scenarios above as they are still a real threat.

So how has technology fixed this?

Up until recently, it hasn’t really done much. With the creation of DropBox and other cloud services, many companies have been able to store their documents on outside servers for safe keeping. However, this still does not stop the threat of the documents being stolen or leaked.

How are these documents insecure?

While I agree that companies like Dropbox and other cloud services have encryption protocols in place to stop hackers from accessing a company’s documents, it does not stop the hackers from accessing the documents from the company’s database itself.

Now, this can be a flaw in the current way most businesses do business, but business will often upload their documents to cloud services and will then keep a copy of the file on their local systems. This makes sense in a certain regard as the documents are often still being worked on.

However, while these documents are still on the local servers, companies stand a greater chance of being hacked. The scary thing is that companies only find out the next morning when the news is telling them and the world that their documents and secrets are out in the world to see.

Understandably, this can be a major issue. Look at all the damage that hackers who leaked documents to WikiLeaks have done.

The one thing that everyone needs to understand is that nothing that is stored on a physical device is safe on the internet if that device is connected to the internet.

So what can you do to protect your documents?

As I mentioned before, only recently have companies been given a chance to make sure that their documents are safe while they work on them.

This is thanks to the creation Virtual Data Rooms, or VDR’s, which have allowed companies to work on sensitive documents or complete payments without the worry of there being a paper trail for hackers to follow.

How does that work?

Hackers often can only access things stored on physical devices, where the file has a location. It is extremely hard to try and hack something that 1), doesn’t have the same location when you access it, and 2), doesn’t exist on a physical device.

This is what makes virtual data rooms so good, every time a document is opened it is given its “own” virtual room and when that room is closed it then disappears. Virtual data rooms are the future of risk management for many companies sensitive documents. While many companies are still stuck in the analog age of document storage, securing documents in a safe and efficient manner will help businesses propel forward into the future.


Awais Ahmed is a student, blogger and digital marketer who helps small entrepreneurs to improve their online presence. He has a range of interests including technology, apps and small business.

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