Our world is increasingly going paperless, but the transition hasn’t come quickly or easily. A Loyola University report noted that the average office worker still utilizes 10,000 sheets of paper per year, or the equivalent of about two pounds of paper per day. Whether your company has one employee or one thousand employees, the conversion to paperless processes can save lots of money, time, and above all, increase the security threshold of your operations.
Here’s how to make the transition:
Find the Best Cloud Provider
When all the data for your personal or professional needs is located on one server, you want to be certain that that server is the absolute best money can buy. A cloud hosting service will allow you to store documents in a digital format and retrieve them from anywhere on the planet, but not all cloud hosting services are created equally. More than half of all respondents to a SiliconAngle survey reported moving sensitive data onto their cloud platforms, making them potential targets for hackers and identity thieves. Invest in your security by selecting the best, and safest, cloud provider that your budget allows. Ensure that your cloud provider offers firewall protection against Trojans and viruses, in addition to the ability to reset the security protocol remotely in case a computer or tablet is stolen.
Backup Data Frequently
The risks that a small company faces with regard to hacking are far too great to ignore. In fact, one in five small businesses will be hacked within a year of their start-up, reports OneTechSys, since they lack the resources needed to keep up with the digital arms race of information security.
By backing up your data regularly, you’ll be ensuring your small business the best defense possible against phishing attacks that could corrupt or delete information ranging from consumer credit cards to employee Social Security numbers. A daily backup at the completion of the work cycle remains the most efficient and practical way to ward off digital attacks.
Use Digital Currency
The title of a paperless office doesn’t just apply to the paper in your fax machines and printers. Digital payments allow you to eliminate cash and gain much greater security for each transaction. Mobile wallet platforms allow users to pay via tablet or smartphone, and are the newest form of exchange, eliminating security concerns with password and identity protection.
LifeLock reminds consumers that using a mobile wallet requires special care, ensuring that transactions aren’t made over unsecured Internet connections or using malware apps that can steal data. Never use a mobile wallet app from a company without a strong reputation for security.
Scan and Shred
The last steps of the paperless office transition requires transferring all existing paper onto a digital platform and then eliminating the physical copy. This is the most work-intensive step, since it requires scanning and shredding each individual document. Branch Banking & Trust Company offers a handy list of what and when to shred. Though it’s nice to have hard copies of certain documents, for most documents you only need digital versions.