Records Management Security And Types of Security Threats

Records Management Security And Types of Security Threats 

Data and records management can be threatened by cyber-attacks, malware, fire bursts, environmental uncertainties, and data breaches. Throughout the life of a data set, all of these threats can seriously affect it. This is because organizations and businesses need to integrate multiple levels of security into their records management infrastructure.


Through this article, we will examine why multiple security techniques are important, where security threats originate, and how to improve the protection of both electronic and physical documents.

1.  What is Records Management Security?

Records management must protect both paper-based and electronic documents. There are three components that ensure records management safety: external breaches, physical damages, fraud, and theft. Documents in physical form are more prone to damage, which is why professional archiving companies often offer document digitization services to reduce breach risks.

What do records Management Security Providers Do?

In the course of your job, you create, send, and receive information that is potentially a record. Record keeping provides evidence of the activities and functions of your unit. The information it contains and the context in which it was created determine whether something is a University record (as opposed to Faculty records). University records may be in paper format, digital format, or a combination thereof. 

Types Of Records Needed To Be Secured:


  •   emails
  •   reports
  •   databases
  •   samples and objects
  •   letters
  •   minutes
  •   photographs
  •   social media sites
  •   faxes
  •   spreadsheets
  •   maps and plans
  •   information in business systems
  •   text messages
  •   policy and briefing papers
  •   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, flood, and environmental disorders

There is a high risk of fire when it comes to paper-based records. If you store your company’s documents onsite, there is a higher risk of the data being damaged or destroyed by fire. Data archiving solutions providers can eliminate these types of risks by outsourcing your records. Records archiving companies typically invest heavily in cutting-edge tools for monitoring warehouse temperatures. During a fire burst, fire detectors and sensors are installed in storage facilities to warn the workforce. In addition, temperature-controlled devices also protect your documents from humidity and moisture that would otherwise cause them to deteriorate over time.

Employees theft or misuse of data

Your company’s records are more secure when they are managed by a third-party archiving services provider. In other words, only a limited number of people can access your data, reducing the risk that files will be accessed by unauthorized individuals. If anyone tries to intrude, the digital archiving platform will notify you promptly and ask you to change your login credentials as soon as possible.


With the increasing incidence of cyber security threats and hacking, hackers from around the globe are constantly looking for vulnerabilities to break in; therefore, it is essential to implement multiple security measures for records and data management. Not to forget Financial Security & Cost-Effectiveness. Administration of records and management of records within an organization incur a variety of costs. Costs related to the acquisition of software and appliances, storage space, and human resources, for example. You can eliminate all these overhead expenses that may eat up a significant portion of the company’s financial capital by outsourcing records management. Further, outsourcing records to an archiving partner makes searching and retrieval less time-consuming and saves employees time and effort.

3.  Security Measure for Electronic Records Management

A variety of security tools and techniques, such as encryption and access controls, are employed by modern achieving and records management companies. A few of the most common methods are discussed below.


Access Control Lists (ACL): 

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 handled by a third-party archiving service provider, the focus of control becomes more secure. As a result, access to your data is limited to only a limited number of people, reducing the risk of files being accessed by unauthorized personnel. If someone tries to intrude, the digital archiving platform alerts you promptly and requests that you change your login credentials as soon as possible.


File Encryption: 

Most record management and records archive technologies firms use encryption tools, which make it impossible for hackers to intercept a file without a decryption key.


4. Types of Security Strategies for Physical Records

Managing records physically increases the risk of damage, loss, fraud, and theft. Various strategies are needed, including:

Flood and Fire Protection: 

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


Locked Storages: 

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

Secure Storage Facilities: 

Security measures like 24-hour surveillance, video monitoring, biometric check-ins, lockable doors, and others are implemented by many offsite storage providers to prevent unauthorized access to data.


Outsourcing your data to a records management company eliminate the tendency of your data being open to security breaches. Your firm’s reputation and privacy can suffer greatly if your data falls into the wrong hands. Clients and archiving service providers have a trust-based relationship if archives comply with international guidelines of records preservation. You can prevent unauthorized people from getting close to your document racks with the latest tools, such as biometrics on the entrance.

Wrapping Up

Security threats to organizational data and intellectual property force records management organizations to recognize different types of security threats. Recognizing threats and implementing the right security measures are necessary in order 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 into digital bits and some of them will secure the digital bits themselves. But document digitization services that ensure the 180-degree care of your records are the one to go with. 


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