Are you one of those who often need to travel while carrying confidential documents for work or business? Or do you wish to send a confidential document through a courier and wonder how to keep it safe? In this article, you will gain insight on how to protect confidential documents when travelling.
It can be a challenge to safeguard confidential documents. You might be fearful that you might lose the document or they might get stolen. You don’t need to harbor that fear of traveling with your documents any longer. There are safe ways to travel with confidential documents on hand.
Follow the tips below to ensure to protect confidential documents when traveling.
1. Ensure your electronic devices are “travel-ready.”
If you have confidential documents in electronic form, you’ll want to encrypt your electronic devices. Make sure you set a strong password. Using a strong password is very important. The best kind of password set you can set is one that contains a mix of upper and lower-case letters, numbers, and special characters. Do not add any personal information to your password as it makes your password easy to guess.
Do not access your confidential documents in a public network. This means cafe WiFi is a no-go.
2. Be discreet.
Don’t act like you’re carrying something important and don’t talk about carrying confidential and sensitive documents in public. Do not open the documents in a public space.
Also, you should never leave confidential documents unattended in your rental car, planes, or hotel room. Ensure to keep your confidential documents safe at all times by keeping them under lock and key. Hotels have safes that you can use to safeguard your documents. Or you can just place them in a bag with a lock.
3. Train employees on privacy protection.
In your place of work, seminars on how to guard your confidential documents should be organized. These seminars can help employees know the dos and don’ts of protecting and securing confidential documents. Clear guidelines should be put in place for employees to follow when carrying confidential documents.
Training should include how employees can keep their devices safe to prevent unauthorized access to confidential electronic documents. The knowledge gained in this kind of seminar will be invaluable to your employees.
4. Procure lockable document bags and file storage cabinets with locks.
It is important to protect your confidential documents by using storage spaces with locks. When traveling, confidential documents should be carried in a document bag with a lock. Briefcase Style Locking Courier Bags are a good choice as they are stylish and secure. This bag comes in different sizes and comes with a built-in heavy-duty combination keyed lock for security. Comfort grip handles provide ease of carrying.
When stored in an office, confidential documents should be stored in a file cabinet with a lock. It is also important to keep a log of the people who access the file cabinet. Lockable document storage helps keep your confidential documents safe.
5. Secure the delivery of your confidential documents.
Suppose your confidential documents need to be transported to another location, it is important to keep them secured. Documents can be delivered using interoffice transit mail bags with a lock. These bags are reusable and great for interoffice communications and document transport. It prevents important documents from being damaged compared to plastic mailers.
If a document already served its purpose, it is important to shred these documents so the information contained cannot be stolen or leaked.