5 Common Document Security Errors and How to Avoid Them

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Are you protecting your business documents properly?

The COVID-19 pandemic has completely upended the way the modern business world operates. We now have to contend with an unprecedented increase in cybercrime and fraud.

To combat these issues and keep our businesses safe and secure, we’ve been forced to reevaluate every aspect of our daily operations.

To do this, you need to understand all the common document security errors. Once you understand these, you can know how to avoid them. With this in mind, we’ve created a concise guide that explains the most common security issues as well as how to fix them.

Let’s dive in.

1. Unencrypted PDF Files

One of the most common document security errors is leaving PDF files unencrypted. This leaves the file vulnerable to being accessed and tampered with by unauthorized individuals.

One common document security error is sending unencrypted PDF files. If you’re sending a PDF file, make sure to encrypt it first. You can do this by setting a password for the file. When the file is opened, the recipient will be prompted for the password.

Another way to encrypt a PDF file is to use a tool like iTextSharp. This tool allows you to set various encryption options for the PDF file. Make sure to choose a strong password so that the PDF file can’t be easily decrypted.

2. Unstructured Date

A common document security error is failing to properly format unstructured data. This can lead to data breaches and loss of confidential information.

To avoid this, always use proper data formatting tools and techniques when improving document security. Be sure to properly label and structure your data so it can be easily understood and accessed by authorized personnel only.

3. Insecure Files

One of the most common document security errors is using insecure files. When you use an insecure file, you are giving potential attackers a way to access your system. Use a strong file encryption program to encrypt your files.

Use a password manager to create strong passwords for your files. Use a secure file shredder to permanently delete files you no longer need. Use a secure file transfer protocol when sharing files over the internet.

4. Unauthorized Storage Access

This occurs when someone who is not supposed to have access to a document, gains access to it. This can happen if documents are stored in an unsecured location, or if someone who does not have permission to view them, views them anyway.

To avoid this, make sure that documents are only stored in secure locations, and that only those who are supposed to have access to them, have access to them.

5. Failing to Consider the Two-factor Authentication

One of the most common document security errors is failing to consider two-factor authentication. This can be a huge mistake, as it can leave your document vulnerable to attack. Two-factor authentication adds an extra layer of security by requiring two forms of identification.

This includes a password and a fingerprint, before allowing access to a document. This makes it much more difficult for unauthorized individuals to gain access to your document. If you are concerned about document security, be sure to consider two-factor authentication to protect business data.

Stay Safe from the Common Document Security Errors

Several common document security errors can lead to a data breach. To stay safe, businesses should train their employees on proper document handling procedures and make sure their systems are up to date. By following these simple steps, businesses can protect their data and their customers.

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