Do Paperless Offices Face More Security Risks?

With the ever-growing reliance on technology and expanding connectivity in the digital world, going paperless is increasingly possible for all kinds of businesses, bringing significant benefits. However, many offices are concerned about the potential security risks of digitizing their data.

Learn more about the pros and cons of going paperless at the office, including the best cybersecurity solutions to the biggest risks and how businesses can protect and enhance their electronic data.

The Benefits of Going Paperless in the Office

Businesses are looking for alternative ways to save time and money as the price of paper increases and workers consider filing paperwork to be wasted time. That’s where going paperless comes in.

Going paperless at the office means companies store and access their documents, data, and other files digitally rather than keeping physical copies in filing cabinets.

Many organizations are using more paper than ever — the average employee uses around 10,000 pieces annually — but a vast majority are looking to cut their usage. According to a recent survey from Xerox, over 80% of businesses say digitizing their processes is necessary for survival.

Here are some of the significant benefits associated with going paperless at the office:

• Increased productivity: Clutter leads to missing items, distracted workers, and complicated paperwork, which all end up wasting valuable time. Digitizing documents and simplifying processes allows employees to quickly find what they’re looking for and get any task done.

• Cost savings: Paper itself is expensive, plus the added costs of storage, ink, shipping, and proper disposal methods. Reducing paper usage can cut expenses by $80 per employee, which quickly adds up to significant savings.

• Accessibility: Digital records allow workers to find exactly what they’re looking for immediately. No more digging through filing cabinets or frustration over missing folders — employees can use their company’s document management system (DMS) to locate and retrieve data immediately.

• Improved public image: A business’s environmental track record is more relevant than ever. Customers and clients love to know they’re supporting an environmentally friendly organization. Reducing paper usage or going paperless tells them a company is serious about its commitment to protecting the planet.

• Security: What happens if a business suffers a break-in or a devastating flood, fire, or another disaster? A paper-based office will likely lose its records, and the company would probably fail within weeks. However, a paperless office has its most important documents and more stored securely in the cloud, allowing it to stay in business.

Potential Security Risks for Paperless Offices

Despite all the advantages of going paperless, many businesses express concerns about ditching filing cabinets and digitizing their records. Electronic data is efficient and convenient but also susceptible to cyberattacks. However, cybersecurity is also more powerful than ever.

Here are potential security concerns paperless offices may face and the solutions they can implement to stay safe.

Implementation

The initial process of converting from a traditional paper-based office to a paperless one might cause some companies to hesitate. The logistics of keeping data safe and organized during the transition can be complex, requiring a strong and secure solution.

Companies should begin with a reliable document management system. A DMS allows organizations to have complete control over their digital data from the start, establishing security measures and checks that limit access to sensitive information.

An office DMS also keeps files organized so every worker can create, store, find, and retrieve anything they need at a moment’s notice.

Cyberattacks

When a business considers going paperless, its biggest concern is often the threat of a cyberattack.

Rightfully so — hacking, ransomware attacks, phishing, data breaches, and IT outages are more common than ever, and these cyber perils are the biggest worry for companies worldwide.

Fortunately, cybersecurity solutions evolve just as quickly to identify threats and keep data safe. Implementing various security measures, such as encryption and anti-virus protection, will reduce the likelihood and severity of any breach.

For example, encryption converts data from plaintext humans can read into a code only authorized computers can understand. That means no one outside the organization can steal and use the encrypted information.

Risk of Data Loss

Malware and bad actors are typically the first threat that comes to mind, but there’s also a risk of data loss due to other factors. For example, non-malicious software issues can disrupt automated processes or corrupt files. Businesses must be prepared for these contingencies as well.

Offices can implement information backup plans to avoid these technical disruptions. A company should ensure it has multiple copies of essential documents and files in case one server goes down.

It’s always best to be prepared for the worst-case scenario. Keeping systems up to date will also help avoid software problems that may result in data loss.

Privacy

Privacy invasions are another risk offices should consider when transitioning to a paperless system. Data privacy is essential to retain the trust of clients and customers — and in some cases, to remain in compliance with federal or state laws.

It’s possible and necessary to keep confidential information in a secure place.

Data privacy also includes who can access information. Typically, not every employee at an organization will need every file or system.

Offices can implement controls based on rank or department, ensuring the most sensitive information is only available on a need-to-know basis. This is especially vital if insider threats are considered a problem.

Go Paperless Safely With the Latest Cybersecurity Solutions

There are significant benefits to digitizing data, whether a business is interested in reducing its overall paper usage or determined to go completely paperless.

In addition to being environmentally friendly, a paperless office is more productive, accessible, cost-effective, and secure. That can increase confidence among employees and also customers.

Every business faces security challenges, but electronic data security measures are stronger than ever. Companies that digitize their records have endless resources to protect information, operate effectively, and improve the bottom line.

Going paperless is possible with the proper cybersecurity solutions, which will keep data safe and improve a company’s public perception.