The number of security breach incidents is believed to rise due to a number of factors. Among them include hackers always being two steps ahead of victims. 

To help you not fall victim to document security breaches, you should always promote document security. 

Document Security 101

Document security is no laughing matter. Whether you’re dealing with sensitive business information or personal records of your company’s clients and/or team members, the last thing you want is for your documents to fall into the wrong hands. 

Fortunately, this post will go over various essential tips for keeping your documents safe and secure. Read on to learn more. 

  • Convert Word To PDF

One simple step to increase your documents’ security is to convert Word to PDF. Why? PDF files are more difficult to edit than Word documents, making them safer for storing sensitive information. 

Converting a Word document to PDF is easy – simply go to the ‘File’ menu, select ‘Save As’, and choose ‘PDF’ from the list of file types. You’re all good to go. 

  • Adapt A Robust Password Strategy

Another important step in keeping your documents secure is to use strong passwords. 

Having a strong password that’s difficult to guess or crack is key. A strong password should use a combination of lowercase and uppercase letters, symbols, and numbers. And it should be more than 10 characters long. Avoid using easily guessable information, like your birthdate, name, and others, in your file password.

In addition to using strong passwords for your documents, it’s important not to use the same password for all of your online accounts. This includes things like email, social media, and online banking. If someone manages to crack one of your passwords, they could gain access to all your accounts – including those where you store important documents.

  • Encrypt Your Documents

Encryption is a powerful tool for keeping your documents safe. When you encrypt a document, you scramble its contents so that it can only be read by someone with the correct decryption key. This means that even if someone is able to gain access of your encrypted document, they won’t be able to read its contents without the key as a requirement. 

There are several ways to encrypt a document. One option is to use Microsoft Word, which has built-in encryption features. Another option is to use a third-party encryption tool. Whatever method you choose, use a strong password for your encryption key.

And it’s essential to note that encryption isn’t just for digital documents. You can encrypt physical documents by storing them inside a locked safe or cabinet too. This adds an extra layer of security and helps prevent unauthorized access.

  • Keep A Backup Of Your Documents

Backing up your documents is another essential step in keeping them secure. If something happens to your computer or storage device – such as a virus attack or hardware failure – you could lose all your important documents and never get them back. Keeping a backup copy of your documents ensures you’ll still have access to them, even if something goes wrong.

There are several ways to back up your documents. One option is to use an external hard drive or pen drive. Another option is to use a cloud storage service. Whatever method you choose, make sure to back up your documents regularly.

In addition to backing up your digital documents, keeping physical copies of important files is a great idea. This could include things like birth certificates, passports, and legal contracts. Store these physical copies in a safe place, such as a fireproof safe, to protect them from theft or damage.

  • Be Careful With Email

Email is a common way for documents to be shared and transmitted, yet it’s not always the most secure method. When you send a file via email, it passes through several servers before reaching its intended destination. This means that there are several points at which the document could potentially be intercepted.

If you need to send a sensitive document via email, there are a few steps you can take to make it more secure. First, make sure to encrypt the document before sending it. Next, use a secure email service that uses encryption to protect the contents of your messages.

Plus, it’s important to be careful when opening emails from unknown senders or clicking on links in emails. These can sometimes contain viruses or other malicious software that could compromise your computer’s and documents’ security.

Document security is achievable. Keep in mind the tips listed above to help you.

To Conclude

Keeping your documents secure is essential for protecting sensitive information and preventing unauthorized access. By following the tips in this guide – converting Word documents to PDF, using strong passwords, encrypting your documents, backing them up regularly, and being careful with email – you can help ensure your important documents stay safe and secure.