The Importance of Securing Physical Data Storage Equipment

locked thumb drive

(3.5-min read)

Even Before Cybersecurity, Lock Down Your Physical Security

With a particular focus on cybersecurity for business data systems can come a lapse in physical security. Whether a physical drive is left in public, internal doors to storage facilities left unlocked, or filing cabinets are left unsecured when not in use, physical data leaks are possible. In this piece, we’re going to go over some of the essential measures your team members can take to ensure your physical security needs are being met to protect your company data.

Protecting Physical Files and Equipment

Lock Down Your Storage

Physical paper files or hardware drives that contain sensitive information are especially vulnerable to theft and loss due to being physically transportable. Make sure your company has security protocols in place for managing these physical items.

Keep Physical Security Top of Mind with Reminders

It can be hard to remember to keep physical documents containing sensitive information secure. Setting automatic reminders or creating other forms of reminders can help your team keep data under lock and key.

Control Who Has Access

The fewer people have access to secure information, the better. For this reason, you can drastically reduce the likelihood of lost or stolen data by establishing a protocol that governs who can access what kind of information.

Keep an Updated Inventory

Just like a store keeps an inventory of current stock, establish and maintain a comprehensive inventory of data equipment and physical files. In the event of a data breach or loss of information, consulting a log who accessed what information, when, and where it was supposed to be stored will be invaluable to securing data and taking the appropriate actions for insurance companies or legal authorities.

Safeguarding Data on Physical Devices

Encrypt All Drives

Data encryption is one of the best safeguards against data breaches, but many don’t think to use it for physical data equipment. Create a company protocol that requires the encryption of sensitive data contained on thumb drives, external hard drives, and laptop computers for maximum protection.

Use Multi-Step Authentication

Two-factor, two-step, or multi-step authentication provides an extra hurdle for security threats. When available for data equipment, always utilize at least two-factor authentication to protect against brute force hacks.

Bulk Up Password Requirements

Even when physical data equipment requires a password, the passwords many create for varying equipment hard drives can be flimsy. Establish robust password creation standards for your team to ensure security threats do not easily determine your passwords.

Tighten Up Password Attempt Protocol

Many passwords can be hacked if the security threat is given enough attempts. By limiting the number of invalid attempts before a total lockdown, you can foil security threat attempts at brute force hacking physical data equipment security measures.


 Seek the Help of Content Management Professionals

Keeping up with the latest security measures and efficient data management techniques is a full-time job. Fortunately, the Tulsa-based Electronic Content Management professionals at JD Young have made it their duty to help businesses just like yours keep their data secure and efficiently utilized.

Learn more about Electronic Content Management from your friends at JD Young.