What is the Most Secure Way to Store Sensitive Information?

Every business, no matter its size, handles information that needs to be kept safe. We’re talking about everything from employee records and financial data to customer files and proprietary plans. As we’ve covered before, protecting this data is essential for keeping your customers’ trust and following privacy laws. But with so many options available, you might be asking: what is the most secure way to store sensitive information?

The truth is, there isn’t one magic bullet. The best approach is a smart mix of strategies that protect both your digital files and your physical documents. Whether your data lives on a server or in a filing cabinet (or both), the main goal is to prevent unauthorized access and keep your information safe from theft, damage, or loss. Let’s walk through the best ways to secure your company’s valuable data.

Digital Storage

Encrypt Your Data

Encryption is like putting your digital files into a locked safe that only you have the key to. It scrambles your data, making it unreadable to anyone who doesn’t have the proper credentials to unlock it.

• Full-Disk Encryption: This method protects every single file on an entire hard drive. If a company laptop gets stolen, the thief won’t be able to get into the files without the encryption key.
• Encryption for Files & Folders: For extra protection, you can also encrypt specific files or folders. This is perfect for securing highly sensitive documents, especially if they are on a shared network.

Use Strong Passwords and Multi-Factor Authentication (MFA)

Your passwords are the first line of defense for your accounts. A strong, unique password for each account makes it much harder for someone to guess or crack their way in.

For even stronger security, you should use multi-factor authentication (MFA). MFA asks for a second piece of proof—like a code sent to your phone—on top of your password. This creates a powerful barrier against anyone trying to get in who shouldn’t be.

Backup & Recovery

Imagine if your data suddenly vanished. It could be a hardware crash, a natural disaster, or a cyberattack. Because losing all that information could be devastating to your business, it’s non-negotiable to have a solid backup and recovery plan in place.

Encrypted Backups

Backing up your data regularly is a must. But don’t forget, those backups contain the same sensitive information and need protection, too. Using encrypted backups means that even if your backup device (like an external hard drive or tape) gets lost or stolen, the data on it stays unreadable and safe.

Always Plan for the Unexpected

A disaster recovery plan is your roadmap for getting your data back and your business running again after something goes wrong. This plan helps you answer, “where should you store sensitive information to keep it safe from floods, fires, or other disasters?” A key part of this is storing backup copies of your data off-site in a secure location. This ensures you can get everything back even if your main office is out of commission.

Pro Tip: Security experts recommend the 3-2-1 backup method: create 3 copies of your data, with 2 on different media, and 1 stored offsite.

Secure Physical Storage

While we focus a lot on digital security, we can’t ignore physical documents and media. Paper records, spare hard drives, and backup tapes are just as at risk of theft and damage if you don’t store them correctly. A messy, unlocked closet just won’t cut it for your company’s most important physical assets.

A professional off-site storage facility gives you a controlled, protected space designed for sensitive materials. When choosing one, look for these features:

• 24/7 Surveillance and Restricted Access: A secure facility should have 24/7 monitoring with security cameras and intrusion alerts. Access should be strictly controlled, with visitors required to sign in and be escorted in secure areas.
• Climate-Controlled Vaults: Changes in temperature and humidity can ruin paper, film, and tapes over time. A climate-controlled vault stops this from happening, keeping your records in great shape for years.
• Advanced Fire Suppression: A fire could destroy your records in minutes. The safest facilities use specialized dry fire suppression systems to protect documents from both fire and water damage.
• Secure Shredding Services: When records are outdated or you’re getting rid of old hard drives, you need to destroy them securely. A professional shredding service makes sure the information is gone for good, protecting you from any future liability.

Augusta Data Storage is Your Go-To Partner for Total Information Security

Finding the most secure way to store sensitive information comes down to a mix of good digital habits and physical protection. When combined, you build a comprehensive defense for all your data.

At Augusta Data Storage, providing security is what we do best. Our 100,000 sq. ft. facility is built to be the ultimate safeguard for your records. With 24/7 monitoring, a dry fire suppression system, climate-controlled vaults, and strict access controls, we make sure your physical documents and media are protected from every possible threat.

From off-site records management and backup tape rotation to secure hard drive and document shredding, we offer a full range of services to help you manage your data’s entire lifecycle.

Ready to give your data the top-tier protection it deserves? Contact Augusta Data Storage today for a free quote. Let our experts help you build a secure information management plan that lets you rest easy.