Whether you’re a small business owner looking for ways to secure your customer information or a large corporation aiming to strengthen your data protection strategies, protecting sensitive corporate data has become a more important measure than ever before with the rising threat of cybercrime.

Cyber threats are continuing to evolve, requiring companies worldwide to take proactive measures to safeguard their crucial data and sensitive corporate information. Scanning and storage services are an effective solution to fortify your company’s defenses against data breaches and loss. These services streamline document management while also providing an additional layer of security for confidential corporate data.

The Importance of Protecting Corporate Data

Sensitive corporate data is the lifeline of any corporation, as it underpins strategic decisions, influences customer relations, and provides insight into market trends. Its value, however, also makes it a prime target for cybercriminals.

Sensitive documents often contain customer databases, employee details, financial information, intellectual property, and more types of secure information that your organization is required to keep confidential by law or industry regulations and standards. The danger of confidential data getting into the wrong hands can result in financial loss, lawsuits, and damage to a company’s reputation.

How Common Is a Cyber Attack?

Cyber attacks are on the rise and pose a significant threat to corporate data. From simple phishing attacks to sophisticated ransomware, businesses have seen an increase in cybercrime following the COVID-19 pandemic. There are as many as 2,200 cyber attacks each day, which can equate to over 800,000 people being hacked every year.

The result of such incidents can be devastating and lead to financial losses, reputational damage as well as regulatory penalties. Other types of cyberattacks include password attacks, malware, and spear phishing. Adopting scanning and storage solutions will ensure your company protects your valuable assets.

The Role of Scanning and Storage Services in Data Protection

Scanning and storage services play an instrumental role in data protection by digitizing physical documents and storing them in a secure and virtual environment. These digital document management services act as a frontline defense, ensuring the integrity, confidentiality, and availability of data.

Some scanning and storage services provide real-time protection by scanning stored data for potential threats, including malware or suspicious activities.

Document Scanning Services

Document scanning services involve converting physical documents into a digital format. This process makes data easier to store, manage and protect. Data retrieval is also simple and fast. Most importantly, it allows for the implementation of advanced security measures and eliminates the risks associated with physical storage.

Secure Document Storage Services

Once your documents have been digitized, you will need to ensure that they are securely stored, so your organization is protected from potential data losses due to unforeseen circumstances. Secure digital document storage solutions offer encryption, access control, and backup services to ensure the data is safe from not only unauthorized access but also human errors such as accidental deletion.

How Do Scanning and Storage Services Work?

Scanning services convert hardcopy documents into digital formats. These digital files are then stored in secure servers or cloud-based systems. With the advantages of an electronic document management system (EDMS), businesses can allow easy access and sharing of information with authorized personnel while protecting sensitive data from both cyber and physical threats.

What Are the Benefits of Digital Document Storage?

Digital document storage effectively protects corporate sensitive data while maximizing the advantages of document scanning and storage capabilities. 

The benefits of scanning and storage solutions for cybersecurity include:

1. Enhanced Security

Digital storage solutions often include advanced security features such as encryption, password protection, multi-factor authentication, access controls, and more. These additional security measures offer digital document storage an extra level of security that physical documents are simply unable to match in their tangible form. Better control over who has access to data reduces the risk of loss, potential breaches, theft, and damage.

2. Disaster Recovery

In the unforeseen event of a physical disaster like a fire or flood, paper documents can be permanently lost. With digital storage, you can create backups of your sensitive corporate data in multiple locations. Even if a disaster breaks out, your business will be able to recover your sensitive data quickly and easily.

3. Compliance With Regulations

Many industries require specific regulations regarding the protection of sensitive data. Data privacy policies — such as the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Privacy Act — break down what a business is legally required to do to protect the identities of employees and customers. Scanning and storage services help these corporations meet legal and industry regulations for data retention and protection by providing secure and auditable electronic data storage solutions.

4. Better Accessibility

Digital documents can be accessed from anywhere in the world with internet access and at any time, which is especially beneficial for remote teams and organizations with multiple locations. The ability for these team members to view, edit, and finalize the same document simultaneously increases the instant availability of corporate documents and streamlined workflows.

5. Cost Savings

Physical documents require physical space. They also require the use of many resources such as paper, printing, and the maintenance that goes along with a professional printer. Storing documents digitally significantly reduces the costs related to maintaining and filing a physical document storage system.

6. Environmental Sustainability

Digital storage is the more environmentally friendly option when compared to paper document storage. Digital storage of sensitive corporate data reduces the reliance on paper, which helps to decrease the carbon footprint of a business while making strides toward more sustainable practices.

7. Better Organization

When corporate data files are digitized, organizations can implement a more efficient system for organizing and maintaining their documents. Digital files can be searched, tagged, and categorized easily — saving valuable time, resources, and effort in locating information.

Best Practices for Corporate Data Scanning and Storage

Implementing data scanning and storage procedures isn’t just about adopting the technology. It’s also about following the best practices to maximize efficiency and security:

  • Consistent Procedures: Develop consistent scanning and storage procedures across the organization to ensure your team is on the same page and minimize the risk of data loss and breaches
  • Regular Audits: By conducting regular audits of your scanning security and storage procedures, you can identify any vulnerable areas and opportunities for improvement
  • Security Updates: Keep your security measures up to date by updating software and hardware regularly and staying informed about the latest evolving threats and protective measures
  • Employee Training: Train your employees on your procedures and the importance of data security to reinforce a culture of data protection within your organization
  • Data Backups: Back up your data regularly to ensure you have a recent copy of your data in case of any problems with the primary storage
  • Access Control: Limit access to sensitive corporate data and allow only the necessary authorized personnel to access certain types of data

Choosing the Right Scanning and Storage Service

Scanning and storage services offer an efficient and secure solution while helping you build trust with customers and stakeholders. By digitizing and securely storing your data, you can protect your business against data breaches and ensure compliance with industry regulations.

When choosing a scanning and storage service for your corporation’s sensitive data, there are several factors that you need to consider. Look at the provider’s reputation online, the security measures and features they offer, their compliance with industry regulations and standards, and lastly their ability to provide scalable solutions.Contact our team today to take the first step toward securing the future of your business by investing in reliable scanning and storage solutions.