While investing in a durable and reliable organization for your document storage Chicago area needs is a necessary step towards complete information security for your business or organization, it is not enough to simply lock up hard copies of your files. You will also need backup tapes which are rotated continually to provide archives for recovery and restore (in case of data loss or corruption), secure transport, document shredding, and a number of employee and system based steps including:

Beware what you leave on your smart phone or blackberry. If you save financial data or network access to your smart phone and accident lose it you have no idea who will pick it up or what they will do with the information they find. Password protect your information and make sure that financial data is kept on your computer behind firewalls where it belongs.

Have guidelines for retaining personal or company information over the phone. Numerous scammers including the well known ‘toner phoners’ or less well known ‘free samplers’ usually begin their con by asking for information about the type of appliances your company uses or the names of managers or suppliers. They often use a cover for these conversations such as a paperwork mix-up or delivery error. DO NOT give out information of any kind unless you are sure you are dealing with your normal supplier or another qualified individual.

Be cautious of email information requests. While no one falls for the Saudi Arabian prince spam mail, other more sophisticated email frauds are passed along continually. These emails are often sent from a customized email address to look like the type of email you would receive from a client or supplier. With a few forged images and the proper signature, these messages often blend right in to your regular pile. Just remember that no legitimate company obtains information, whether financial or personal, using email. Therefore never give such information out and feel free to call the company in question and check the e-mail’s legitimacy if you are suspicious of the message and request for information it contains.