Ensuring Data Security When Scanning Sensitive Documents
In the modern world, where sensitive information is stored and shared on our electronic devices, safety and security are more paramount than ever.
The digitisation of documents has made businesses work more efficiently, reducing paper waste and allowing people to share and edit documents across the globe.
However, with this newfound convenience comes more responsibility. When scanning sensitive documents, such as financial records, healthcare information, or confidential business contracts, it’s vital to use tools and methods that keep data safe from cyber threats and unauthorised access.
Today, the Scanner Shop will walk you through the best ways to protect your data when scanning and storing data online.
Why is Secure Document Scanning Important?
By failing to put measures in place to protect scanned documents, you can inadvertently expose sensitive information to cybercriminals or unauthorised individuals.
This could mean confidential client data, proprietary information, or financial records falling into the wrong hands. Personal documents, such as medical files or identification records, can also be compromised, leading to identity theft.
Furthermore, companies must implement strict regulations to protect digital information in order to comply with data privacy laws, such as the GDPR in the UK.
1. Implementing Encryption Protocols
Encryption codes consist of encoding data into an unreadable format; only authorised individuals with the correct decryption key can access the information.
When scanned documents are uploaded to the cloud or a computer, encryption safeguards scramble the data during transfer, rendering it useless to potential hackers. Transmission protocols such as HTTPS or SFTP are used to protect sensitive documents.
Once the data is stored, encrypt files to add another layer of security. For a quicker process, symmetric encryption uses a single key for both encryption and decryption. However, if you require a higher level of security, asymmetric encryption uses a pair of keys—a public key for encryption and a private key for decryption.
2. Establishing Access Controls
Access codes ensure that only authorised users can access, modify, or manage sensitive files.
Role-based permissions are one of the most effective ways to do this. This assigns specific access rights to different roles in a business; for example, an administrator will be able to access all data, while a staff member can only access files they need for their role.
Implementing two-factor authentication and strong passwords is also another great way to protect sensitive data. When it comes to scanning, many modern scanners are equipped with access management features.
Some scanners use biometric authentication or smart card readers to make sure only authorised personnel can scan sensitive documents.
3. Regularly Updating and Patching Software
By keeping your software up to date, you can address bugs and issues with outdated software that is putting your data at risk.
Using old software allows hackers to access and steal information or deploy malicious software, as your device isn’t equipped to protect against it. Firmware updates can improve security protocols and device performance.
It’s also important to keep any devices or servers updated, as well as any apps that are used for managing and editing documents.
4. Conducting Routine Security Audits
Routine security audits systematically evaluate your scanning processes, devices, and software to identify vulnerabilities, inefficiencies, and areas for improvement.
This works by highlighting the areas where risks are evident that could lead to data breaches. Once it has identified areas that need improving, you can take the steps necessary to strengthen them.
When conducting a routine security audit, the key areas to focus on are: device security, software and network security, data handling processes, access controls, and physical security.
5. Educating Employees on Data Security
When working in a company, it’s important that all employees understand what data security is and how to keep sensitive documents safe.
Informed employees are better able to comprehend how phishing, malware, and unauthorised access might jeopardise scanned documents and other sensitive data.
Therefore, the likelihood of accidental breaches is reduced, and it ensures that data protection measures are applied consistently. The key topics to focus on include:
- Secure document handling
- Recognising and avoiding cyber threats
- Proper use of scanning equipment
- Best practices for passwords and authentication
- Incident reporting and response
- Data protection laws and company policies
6. Choosing the Right Scanning Equipment
Ensuring that your sensitive information is safe and secure comes down to the effectiveness and efficiency of your scanning equipment.
Your scanner should not only meet your needs but also provide robust security features to safeguard sensitive data. Luckily for you, we have just what you need at the Scanner Shop.
We offer a wide range of modern, high-quality scanners for every purpose, from art to flatbed scanners.
With renowned brands like Fujitsu and Canon to choose from, you can browse high-resolution scanners with excellent performance and security features today.
