Due to the high risk of identity theft, business owners must be more careful than ever to keep their customers’ information safe. During an office move, many processes will be out of the ordinary, which could inadvertently put your customer data at risk. Even more critical, physical, paper-kept, and digital data may be at risk. Look at a few tips to help you protect all types of customer data during your office relocation project.
1. Make sure all paper documents are secured.
Paper documents may be a thing of the past for many business owners, but many companies still rely on hard files for customer records. If this is the case in your business, secure these documents before moving properly. In addition, to prevent unauthorized access, all paper documents should be packed into secure file boxes and handled only by trusted employees.
If you intend to leave paper files in filing cabinets, ensure these cabinets have a locking mechanism, so the drawers cannot be opened or accessed during the move. Lastly, make it a point to pack and transport files quickly. For example, schedule certain days when paper files are to be packed and transported so you can monitor their location and security easier.
2. Destroy any documents and digital storage devices before disposal.
During a business relocation, many business owners take the opportunity to get rid of old equipment and documents. After all, the more property you can eliminate before the move, the less bulk you carry. While downsizing your load before the relocation is always a good decision, this comes with a few caveats due to customer data that can inadvertently be put at risk.
In 2021, identity theft complaints rose to nearly 1.5 million. These instances of identity theft come from multiple places, including businesses that don’t adequately protect customer data. Any document, hard drive, or file that contains customer information must be appropriately destroyed before disposal. If you are dealing with paper documents, make sure you are using an excellent industrial paper shredder. Work with a trustworthy destruction service to dispose of digital hard drives, discs, or otherwise.
3. Work with a trustworthy IT professional for cybersecurity protection.
When dismantling a secure network and setting it up in a new place, certain security risks may be at play. For example, suppose you connect to a new internet service provider when you get to the new location. In that case, ensure your current firewalls and cybersecurity software will work with the new service. Likewise, some ISPs are more vulnerable to certain types of attacks, such as Distributed Denial of Service (DDoS) attacks.
The best way to ensure cybersecurity during a move is to work directly with an IT professional throughout the process. This person will ensure all files are backed up and protected before dismantling systems. However, they will also ensure all security protocols are functional when systems are reconfigured at the new location.
Find Time to Focus on Customer Data Security
An office relocation has many moving parts, but you don’t have to let data security go unmonitored. Instead, work with a full-service office moving company to ensure you have time to focus on what’s most important. Contact us to discuss what you need during your office move.