What to Look for in Secure File Management

As more and more sensitive information is stored electronically, the risk of a data breach grows. 

Secure file management is a critical aspect of data security, and a secure file management system is essential for any business that wants to keep its data safe. 

What is a Secure File Management System?

A file management system is a system that helps you keep track of your files, store them securely, and share them with others. The file management system should be secure to protect your files from unauthorized access. Many different file management systems are available, and choosing the right one for your needs can be challenging.

A robust and secure file management system ensures that only authorized users can access sensitive files and that all files are encrypted and protected from unauthorized access. It should allow you to set permissions and passwords to control who can access your files, even if they are not sensitive data.

Why You Need a Secure File Management System

Many small businesses think they don’t need a file management system because they only have a small number of electronic files compared to large organizations. However, even a small number of files can be difficult to keep track of and safe if they are not kept organized and secure. 

A file management system can help you keep your files safe by providing a central location for them. This makes it easy to back up your files and access them from any device. In addition, a file management system can help you share files with others easily and securely.

What to Look for in a Secure File Management System

A few key factors to consider when choosing a file management system to ensure your data is secure. 

1. Access Controls 

The system should have a robust permissions system so you can control who has access to your data, as the ability to control who can access which files is essential to data security. 

Look for a file management system that allows you to set granular access controls. Granular access controls allow you to set up multiple levels of access for various types of users. For example, the CEO can be assigned a broader level of access permissions than the new customer service representative is assigned. 

2. Audit Trails 

A good file management system will keep track of who accessed which files and when. This information can be critical in the event of a data breach. 

3. Encryption

Finally, a file management system can help you encrypt your files so that they are only accessible to authorized users to ensure further that your data is protected even if the system is compromised. This way, even if someone were to gain access to your computer, they would not be able to open or view any files without the correct permissions. It’s an extra layer of security to protect your data.

4. Regular Backups

The system should have automatic backup settings, storing both the data and the backups in the cloud so that you can recover your data if something goes wrong and your primary files are disabled or destroyed.

5. Compliance

Ensure that the secure file management system is fully compliant with your industry requirements and federal law, whether HIPAA, SOX, FINRA, Gramm-Leach-Bliley Act or SEC compliance specifications. 

Choose the Right Secure File Management System for You

There are many different file management systems available, so it is important to choose one that is right for you. When choosing a file management system, consider how easy it is to use, how much storage it offers, and how secure it is.

Our pick is Go Find It. We have an affordable, user-friendly, cloud-based system to securely collect, store, organize, retrieve, and share information. Our system is ideal for telework environments, as it makes it simple to share documents with colleagues no matter where they or you are located. The result is complete confidence in the security, reliability, and accessibility of documents and records.

Contact us today for a demo of our system! We can’t wait to show you how Go Find It is the secure file management system that you have been looking for.