5 Easy Ways To Protect Private And Confidential Documents In The Office

Any business that handles private and confidential information – either relating to customers or employees – must be kept secure at all times. Failure to protect important documents in the workplace may lead to expensive lawsuits and could potentially damage your business’ reputation.

Luckily, there are several simple yet effective things you can do to protect the private and confidential papers that your business deals with. These include storing files in fireproof safes and reminding staff to clear their desks before going home.

Let’s take a look at these document security solutions in more detail.

1.    Use confidential waste bins and shredding machines

Even if your business is in the process of going paperless, you’ll likely have a few paper documents lying around the office.

If you need to dispose of records containing sensitive information, make sure you place them in a confidential waste disposal bin or shred them. This will help to prevent fraudulent activity and identity theft.

2.    Implement a ‘clean desk’ policy

Though it’s easily done, staff mustn’t leave paperwork on their desks overnight.

When files aren’t put away, it can make the office look untidy and affect your productivity the next morning. On top of this, visitors, cleaners and other employees can access confidential information – including things that are meant for your eyes only!

3.    Restrict access to sensitive information

As a business, it is your duty to control who has access to confidential information – ensuring it doesn’t end up in the wrong hands.

Any hard copies should be locked away inside a filing cabinet or security safe, and the key should be kept somewhere secure. Digital data, on the other hand, needs to be saved on a USB drive and password protected.

4.    Train employees on the importance of proper document storage

Regardless of what industry you work in, employees should be educated on how to handle important paperwork with care and the potential dangers of not doing so.

This includes things like shredding documents that are no longer needed, securing confidential papers, and sharing private information only with those who need to know.

5.    Move documents into a fireproof safe

While any security safe will enable you to protect important files against theft and loss, a fireproof safe is specifically designed to protect them against heat and flames too.

Should a fire break out in your office – either accidentally or as a result of arson – a fireproof safe will give you the peace of mind that your papers will be protected. This fire protection could be for 30, 60, 90 or 120 minutes, depending on the safe’s fire rating.

Invest in a fireproof safe today

As security specialists, eSafes supplies an extensive range of fireproof safes for paper and data.

These come in a wide range of sizes – meaning you won’t need to worry about finding one that fits in your office and provides sufficient room for your documents.

It’s also worth noting that some of our fire safes have drawers. These allow you to organise your files in alphabetical or date order, which ultimately makes it easier to find what you’re looking for without having to sift through everything.

If you have any questions about fireproof safes, or you’re unsure which model is right for your business needs, be sure to get in touch with our team.

You can either call us on 0800 783 2328, email info@esafes.co.uk or send us an online message via our contact form, and we’ll get back to you as soon as possible.