Five Tips Secure Document Management

If your company deals with any type of classified, sensitive or restricted information, the right data management system is crucial. It will protect you from security breaches, legal challenges and liability issues.

Handle it Right

  • Victory Archives can create a detailed, easily followed and legally compliant plan.
  • We’ll set up a regular schedule of pickups, storage and destruction that takes the worry off your hands.
  • A data management plan makes it easy for you and your employees to stay compliant.

Five Steps to Records Management

Proper records management and  (physical documentation, digital archived data tapes and media libraries)


1. Know the Law

Before you set up a data management system, you need to know the law that governs each type of sensitive information. Some of the key laws include:

  • Health Insurance Portability and Accountability Act (HIIPAA).
  • Family Educational Rights and Privacy Act (FERPA).
  • International Traffic in Arms Regulation (IAR).
  • Export Administration Regulations (EAR).
  • regulations that secure payroll and employee records.
  • laws that protect personal data like social security numbers, credit reports and criminal records.


2. Set a Policy

Once you understand the processes you’ll need to follow, your next steps are implementing a records management policy and ensuring it’s followed.

  • Every employee should know the policies for retention, sharing and filing of all types of documents.
  • Make it easy for employees with centrally located shredders and regularly scheduled document pickups.
  • Victory Archives gives you set-it-and-forget-it ease when implementing your policy.


3. Control Personal Devices

Using personal devices to work off-site is convenient for companies and workers but it can also lead to security breaches.

  • Keep close track of which employees have laptops, tablets or phones that contain sensitive documents.
  • Institute a policy requiring employees to delete restricted information from their personal devices.
  • Use secure, off-site storage to control access to classified records.


4. Email with Care

Email is an easy way to send documents, but in the case of documents containing sensitive financial, legal or personal information, caution is key.

  • Instruct employees who share sensitive documents to use secure email servers.
  • Faxing is more secure than email, because fax machines don’t usually suffer from viruses or security breaches.
  • Use software that electronically “shreds” documents from email servers.


5. Protect the Pages

The most common theft of documents involves good old-fashioned paper. Papers are easily stolen or lost from desk drawers, printers or file cabinets.

  • An in-place system of document retrieval and storage will ensure these papers are properly stored and filed.
  • Victory Archives’ barcoding technology makes retrieval easy.
  • Our data storage facilities offer 24-7 protection from fire, theft, water damage and loss.
  • Secure, off-site storage is considered the safest way to store papers and data.


Get Expert Help

If you handle restricted or classified information, your data management system needs to:

  • be easy to implement and follow;
  • comply with national and international laws and regulations;
  • use secure storage space with controlled access;
  • be developed by experts with experience handling medical, legal, and classified government records.

Victory Archives is the answer to your data management questions. Give Victory a call today and discover how our records management expertise can work for you.


About: Victory Van provides moving and storage services with warehouse locations in Alexandria Va, Dulles VAFrederick Md and Gaithersburg Md.  Contact Victory Van for speciality moves, storage and more.