Digital Documentation Security in Remote Work

Digital Documentation Security

Digital Documentation Security is an often overlooked, but important part of a cybersecurity strategy for remote workers. Learn more!

A recent study indicated 80% of security and business leaders said remote work exposes their organizations to a greater risk of cyberattacks than ever before. In addition, the study revealed over half of the remote workers access customer data via their personal devices. Meanwhile, 71% noted they lack high or complete visibility into remote employee home networks. This is despite the fact that 67% percent of business-impacting cyberattacks target remote employees.

A clear understanding of digital documentation and its risks is paramount for businesses that employ remote workers. If your remote staff know the ins and outs of digital document security, they’ll be well-equipped to protect their files. From here, your remote workers can remain productive without putting your digital documents in danger. 

Digital Documentation Security Risks for Remote Workers

Technology has changed the global workplace, creating new digital documentation security challenges for your remote workers, including:

1. Unsecured Devices

Remote employees can use their own devices for work. This can help remote workers complete tasks on schedule, but it also opens the door to cyberattacks that allow hackers to access your organization’s digital documents. 

You must prioritize device security across your remote workforce. If you understand the relationships between big data and cloud computing, you can ensure your remote workers have the right security technology in place. Most importantly, you can protect your digital documents, regardless of where they are stored. 

2. Compliance

Your remote workers may be responsible for following certain data security mandates. For example, they must comply with the General Data Protection Regulation (GDPR) if your organization requests or accesses consumer data in the European Union. Or, if you manage a healthcare organization, your remote workers must follow HIPAA to ensure data stored on medical devices is protected. 

Failure to comply with various data security mandates can damage your organization in several ways. If a remote worker violates a data security mandate, you are subject to compliance penalties and fines. You also risk brand reputation damage and revenue losses. And if a cyberattack occurs due to a remote employee’s failure to protect consumer data adequately, your organization is responsible for notifying anyone affected. In this scenario, it can take many months or years to recover. 

3. E-Waste

As technologies evolve, your remote workers may upgrade their electronics. At these times, remote workers must dispose of their old devices with precision and care. They must wipe your organization’s data from these devices because if they fail to do so, this data can fall into the hands of cybercriminals. For instance, a remote worker may wipe their old device on their own before recycling it. Yet some of your organization’s data may remain on this device

Comparatively, a remote worker may bring an old device to a big-box store hoping that the store will destroy the device and any data stored on it. Unfortunately, however, there is no guarantee the store will do everything in its power to get rid of your organization’s data. There is also a risk that store employees or others can access this data and use it however they choose. 

Your remote workers must ensure any organizational data stored on their old devices is destroyed following high standards. Getting old devices destroyed by companies that possess R2 certification is critical. R2 covers device recycling and data destruction with e-waste. It limits the risk that old devices and the data stored on them expose your organization to data breaches down the line. 

How Remote Workers Can Improve Digital Documentation Security

You can do many things to help your remote workers secure digital documents and protect your organization’s data. These include:

1. Establish a System for Organizing Digital Documents 

Create a system that integrates security into how remote workers organize digital documents. For instance, you can require remote employees to follow a clear naming scheme. This ensures digital documents won’t get lost and are easy to find. Furthermore, you can standardize your document types. That way, remote workers should have no trouble securely accessing these documents on their devices. 

2. Encrypt and Back Up Your Digital Documents

Use encryption technology for your digital documents. This technology locks and password-protects digital documents on your remote workers’ devices. As a result, it limits the risk of cybercriminals accessing and viewing these documents. Along with encryption technology, invest in data backup software. If a remote worker compromises a digital document or other data, this software provides instant access to the information you need. 

3. Teach Your Remote Workers About Digital Document Security

Educate your remote workers about digital document security risks. It can be beneficial to create a cybersecurity awareness training program. You can use this program to share digital document security tips, recommendations, and insights with your remote personnel. Also, the program gives these workers opportunities to share their cybersecurity concerns and questions. After you establish your cybersecurity awareness training program, keep it up to date, too. 

The Bottom Line on Digital Document Security for Remote Workers

Do not expect digital document security risks to disappear on their own. Instead, be proactive about digital document security. 

Conduct a cybersecurity audit to get started with digital document security for remote workers. You can work with a third-party security vendor to identify digital document risks and other cyber dangers. Next, you can take appropriate steps to secure your digital documents and other data. 

Lastly, remain diligent in your efforts to secure your remote workforce. If you consistently try to improve your security posture, you can ensure your remote workers are well-equipped to keep your digital documents safe both now and in the future.

Miles Oliver

Miles Oliver

Miles is an independent writer with a background in business and a passion for tech, psychology, news, and simply helping people live happy and fulfilled lives. He has lived and traveled all over the United States and continues to expand his awareness and experiences. When he is not writing, he is most likely mountain biking or kicking back with a cup of tea.