information safety

January 2020: Keeping Your Digital Documents Safe and Organized

Keeping Digital Docs Secure and Organized

With so many digital documents floating around, it’s important to find a secure, efficient method of storing them. Here are a few tips to get started as you wrap up 2019.

information safetyCommon Digital Documents

  • Pay stubs
  • Bank statements
  • Receipts (ATM, purchases via Square, etc.)
  • Tax forms
  • Closing Documents
  • eSigned contracts

Get Organized!

  1. Screenshot important digital receipts
  2. Photograph of scan significant paper receipts and upload to a secure digital location like your Google Drive or Dropbox.
  3. Create folders for your important documents. For example:
    – Tax information > W2 or Form 1099, receipts from write-off purchases.
    – Monthly Billing Statements > Bank statements; student loan balance; credit card bills.
    – Miscellaneous Receipts > Larger purchases; square receipts; online purchases.
  4. Protect folders with a strong password. Include:
    – Twelve characters or more.
    – Combination of upper and lowercase letters.
    – Use numbers and special characters.

information security

Safe Ways to Store Data

Multi Factor Authentication – online service will text you a code, ask a security question or even require a second pin before you can log in. Platforms doing this:

  • Dropbox
  • Google Drive
  • The Vault – Available only for Mac and mobile; encrypts files to ward off any prying eyes

What is Encryption?

Complex algorithms that make data impossible to read without a password. It’s common on many major data storage sites.

Back Up Your Files!

Always keep a copy of the data in case an account is compromised or technology breaks.

  • On the Internet? Backup a hard drive.
  • On a hard drive? Backup online or on another device.
  • Keep a hard copy of important documents in a safe place.