Records Management and COVID-19

Father with kid trying to work from home during quarantine. Stay at home, work from home concept during coronavirus pandemicThe economic and social impacts of COVID-19 are being felt around the world. As with any crises, sound records management is more important than ever. In this blog we offer guidelines for managing your records during the Coronavirus pandemic.

Maintain Retention and Disposition Best Practices

Essential records must be maintained for the continuity of your operations during COVID-19. When working from home, your employees need to access working files. They should continue to follow records retention and final disposition policies and procedures when creating new documents, utilizing archival records, and disposing of expired files.

Continue Data Backup

Do not suspend back-up of your electronic records during the COVID-19 pandemic. An online data storage service offers your company a cost-effective, fully automated online data backup solution. Your data is encrypted and transferred to an offsite data center, ensuring regular backups are stored safely and remotely.

Use a VPN

Records containing confidential information are vulnerable when accessed from employees’ home networks. If your company does not have a virtual private network (VPN), now is the time to set one up. A VPN allows remote employees to access your company records securely. Files are encrypted so unauthorized users cannot steal sensitive data.

Stay Aware of Phishing Scams

The pandemic has ushered in a fresh wave of phishing scams. Fraudsters pretending to be from government institutions or industry authorities are targeting work-from-home employees and stealing electronic records. Remind your staff to verify that an email is legitimate before clicking on links or downloading attachments.

Practice Safe Videoconferencing

During COVID-19, businesses have become increasingly reliant on video conferencing applications. Unfortunately, hackers are exploiting the security vulnerabilities in many video conferencing applications. To keep your information safe, follow these tips:

  1. Keep firmware and software updated on all company-issued devices
  2. Use a unique ID for each meeting
  3. Require passwords and/or PINs to join meetings
  4. Do not publicly share video conference links
  5. Activate meeting host approval before participants can join
  6. Disable guest screen sharing

The Coronavirus pandemic presents a range of unprecedented challenges. Solid records management practices can help your organization weather the storm.

Docusafe serves businesses in New Jersey, New York, and Pennsylvania with records management and services.

For more information about our records management services, please call us at 888-264-7367 or complete the form on this page.

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