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Knowledge | 3 min read

Document Storage - How secure are your methods?

Date published: July 27, 2020

As we transition more and more to a digital, remote work environment, we have some hard choices to make about the best methods to store our documents. Each method of storing and sharing documents comes with their own level of security and ease of sharing.

 

We turned to our experts here at Davin to rate the security level involved with each type of document storage.

 

Least Secure – Local/Email

The least secure method of document storage is storing your documents locally and then sharing those documents through email. With this method, you’re relying on the security of the individual’s computer, internet habits, etc. You are also relying on ensuring you back-up the documents in case something happened to that specific computer. Make sure to carefully configure your backup. Sensitive document should be backed-up in a secure, password protected location. If possible, you should encrypt the backup.  

 

When sending through email, you can increase the security by encrypting the email, but note, depending on the email client, the encryption may only apply to the email’s text and not the attached document. If you’re going to use this method, take your time and research your email client’s encryption capabilities. It may be easy to attach a document and shoot an email to a co-worker, but if it’s not secure, then you’re offering confidential documents up on a silver platter for anyone wishing to take them.

 

More Secure – Cloud Storage Sites

Cloud storage sites are the next step up for document storage. Cloud sites offer password protection and off-computer storage for your documents. Depending on the site, the subscription level, and configuration, you can adjust the level of security and access to the documents.

 

You still need to be vigilant. Documents are not always automatically secured just because they are stored on one of these sites. Depending on the settings, you may not need an account to view the documents. If not set up correctly, one may only need a link to view the material. And since cloud storage sites still rely on email to share the links, you might also offer these documents up on a silver platter. To ensure maximum security, take your time, review your settings, hide the documents behind passwords, and encrypt any emails sharing the links.

 

Most Secure – Closed Systems

Closed systems, also known as “Software as a Service” are specialized systems, like DAVIN, created to store and manage documents securely. Most of these systems are designed to help specific fields. (For example, DAVIN was created to help ease the burden for administrators credentialing clinical students in healthcare education programs).

 

Like cloud storage sites, these systems store documents in the cloud, but unlike those sites, access to these documents are hidden behind secure logins. This allows users to know everyone who has access to those documents. The information is not shared through email, and only authorized users, who have the correct permissions, can view the documents.

 

Since these are closed systems, accounts are limited to approved users, creating accountability and security.

 

Extremely Secure – File Cabinets

Whenever the topic of document storage and security comes up in the Davin Workforce Solutions office, our lawyer says, “file cabinets cannot be hacked.” In honor of his knowledge, we wanted to share that you cannot have a more secure document storage system than a file cabinet in the realm of internet security. Of course, in the remote world, file cabinets are not viable for sharing documents.  

 

When choosing how to store your documents, you must weigh how secure you want your documents versus the ease of sharing. At Davin Workforce Solutions, we believe security is the top concern. If you have any questions or would like to discuss how DAVIN can help secure your students’ personal documents for credentialing, message us now.

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