Records Management Security and Types of Security Threats

Records Management Security and Types of Security Threats

Data and records management can be threatened by cyberattacks, malware, fires, environmental uncertainties and data breaches. Throughout the life of a dataset, all of these threats can seriously affect it. Indeed, organizations and businesses need to integrate multiple layers of security into their records management infrastructure.

In this article, we’ll look at why several security techniques are important, where security threats come from, and how to improve the protection of electronic and physical documents.

1. What is Records Management Security?

Records management must protect both paper and electronic records. Three elements guarantee document management security: external breaches, physical damage, fraud and theft. Documents in physical form are more susceptible to damage, which is why professional archiving companies often offer document scanning services to reduce the risk of breach.

What do records management security vendors do?

As part of your job, you create, send, and receive information that potentially constitutes a record. Record keeping provides evidence of your unit’s activities and functions. The information it contains and the context in which it was created determine whether something is an academic record (as opposed to faculty records). University records can be in paper format, digital format, or a combination of these.

Types of documents to secure:

  • emails
  • reports
  • data base
  • samples and objects
  • letters
  • minutes
  • photographs
  • social media sites
  • faxes
  • spreadsheets
  • maps and plans
  • information in business systems
  • text messages
  • guidance and information documents
  • research data

2. Why implementing different security measures is important

Companies that have sensitive data usually face various security threats from a number of sources, such as;

Fire, flooding and environmental disturbances

The risk of fire is high when dealing with paper documents. If you store your company’s documents on-site, the risk of the data being damaged or destroyed by fire is higher. Data archiving solution providers can eliminate these types of risks by outsourcing your records. Document archiving companies typically invest heavily in state-of-the-art tools to monitor warehouse temperatures. When a fire breaks out, fire detectors and sensors are installed in the storage rooms in order to warn the personnel. Additionally, temperature-controlled devices also protect your documents from moisture and humidity that would otherwise deteriorate them over time.

Theft or misuse of data by employees

Your company’s archives are more secure when managed by a third-party archiving service provider. In other words, only a limited number of people can access your data, which reduces the risk of unauthorized people accessing the files. If someone tries to interfere, the digital archiving platform will quickly notify you and ask you to change your login credentials as soon as possible.

With the increasing incidence of cybersecurity threats and hacking, hackers around the world are constantly looking for vulnerabilities to break into; therefore, it is essential to implement several security measures for the management of records and data. Not to mention financial security and profitability. Records administration and records management within an organization entails a variety of costs. Costs related to the acquisition of software and appliances, storage space and human resources, for example. You can eliminate all those overhead costs that can eat up a significant amount of financial capital from the business by outsourcing document management. Additionally, outsourcing records to an archiving partner makes search and retrieval less time-consuming and saves employees time and effort.

3. Security measure for the management of electronic documents

A variety of security tools and techniques, such as encryption and access controls, are used by modern document fulfillment and management companies. Some of the most common methods are described below.

Access Control Lists (ACLs):

A control list is a method of limiting access to sensitive documents and allowing certain users access to them. There is a predefined list of authorized personnel who can access, review and process sensitive files.

If your company’s records are managed by a third-party archiving service provider, control becomes more secure. Therefore, access to your data is limited to a limited number of people, reducing the risk of file access by unauthorized personnel. If someone tries to interfere, the digital archiving platform quickly alerts you and asks you to change your login credentials as soon as possible.

File encryption:

Most document management and document archiving technology companies use encryption tools, which prevent hackers from intercepting a file without a decryption key.

4. Types of security policies for physical documents

Physical records management increases the risk of damage, loss, fraud and theft. A variety of strategies are needed, including:

Flood and fire protection:

Records management companies implement environmental controls and fire extinguishers to prevent natural disasters from destroying records accumulated onsite or offsite.

Locked storages:

Lockable boxes like document cabinets are the best way to protect physical documents from prying eyes.

Secure storage facilities:

Security measures such as 24 hour monitoring, video surveillance, biometric registrations, lockable doors and others are implemented by many offsite storage providers to prevent unauthorized access to data.

Outsourcing your data to a document management company eliminates the tendency of your data to be exposed to security breaches. Your company’s reputation and privacy can suffer greatly if your data falls into the wrong hands. Clients and providers of archive services have a relationship of trust if the archive complies with international guidelines for document preservation. You can prevent unauthorized people from approaching your briefcases with the latest tools, such as biometrics at the entrance.


Security threats to organizational data and intellectual property require records management organizations to recognize different types of security threats. Recognizing threats and implementing the right security measures are necessary to prevent information from falling into the wrong hands.

You can secure your records by hiring individual services. Some of them will convert your records to digital bits and some of them will secure the digital bits themselves. Corn document scanning services which guarantee 180-degree support for your files.

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