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Why Use File Encryption When Archiving Documents?

What exactly is file encryption? Why should we make use of it when archiving documents?

These are common questions that we come across when assisting clients with archiving services. We’re going to take a closer look at these questions and explore why good levels of file security are necessary for today’s online space.

Archiving documents today is radically different from a few years ago when we simply popped paper files in a box, labelled it, and stacked it in a storeroom somewhere.

Most of today’s commercial activity takes place online. This means that archiving files is a virtual procedure and needs to be done with due caution.

Because of the sheer volume of cybercriminals and their new and exciting ways of stealing information, all files archived in the cloud, on off-site or on-site servers need to be kept safe. For this, we turn to file encryption.

What is File Encryption?

File encryption is the process of protecting a file and making it unusable to anyone else besides authorised personnel. There are dozens of ways to achieve this and countless applications available, but the basic premise is the same.

The data in the file, whether images, audio files, or documents, is scrambled. The only way to make any sense of the file is by using the correct encryption key or password.

Encryption can be set to occur at any point in the life of a file. For instance, you may want to simply encrypt sensitive data on a USB stick. Alternatively, you may choose to encrypt all data leaving your business electronically and all files on your servers, protecting them with robust encryption keys.

When archiving documents, it’s important to remember that, while these files may not be current, they may still store the personal data of customers or staff. This information is your responsibility according to the laws of the land and needs to be handled securely.

Therefore, a solid file encryption and archiving strategy is a must for any company. However, you don’t have to concern yourself with the nuts and bolts of this issue. Simply call the team at Mailmech and we’ll manage the process for you from start to finish.

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