How can you secure your real estate documents from cyber threats?

1 Use a secure document management software

One of the best ways to secure your real estate documents from cyber threats is to use a reliable and secure document management software (DMS) that offers features such as encryption, backup, access control, audit trail, and integration with other platforms. A DMS can help you store, organize, share, and edit your documents in a cloud-based or on-premise system that is protected by strong passwords, firewalls, and anti-virus software. A DMS can also help you streamline your workflows, reduce paper clutter, and improve collaboration with your clients and colleagues.

2 Educate yourself and your staff on cyber security best practices

Another way to secure your real estate documents from cyber threats is to educate yourself and your staff on the basic cyber security best practices that can prevent or mitigate potential attacks. For example, you should always use strong and unique passwords for your accounts and devices, change them regularly, and use a password manager to store them safely. You should also avoid clicking on suspicious links or attachments in emails or messages, and verify the sender's identity before opening or responding. You should also update your software and applications regularly, and use a VPN when connecting to public or unsecured Wi-Fi networks.

3 Implement a data backup and recovery plan

A third way to secure your real estate documents from cyber threats is to implement a data backup and recovery plan that can help you restore your documents in case of a loss or breach. You should backup your documents regularly, either manually or automatically, using a secure external drive or a cloud-based service. You should also test your backups periodically to ensure that they are working properly and that you can access them easily. You should also have a recovery plan that outlines the steps and resources you need to recover your documents in case of an emergency, such as contacting your IT support, notifying your clients, and reporting the incident.

4 Use digital signatures and verification tools

A fourth way to secure your real estate documents from cyber threats is to use digital signatures and verification tools that can help you authenticate and validate your documents and transactions. Digital signatures are electronic signatures that use encryption and certification to prove the identity and consent of the signer, and to prevent tampering or alteration of the document. Verification tools are software or applications that can help you check the validity and integrity of your documents, such as verifying the signatures, dates, seals, and stamps. Using digital signatures and verification tools can help you reduce fraud, errors, and disputes, and enhance your credibility and professionalism.

5 Monitor and report any suspicious activity or incident

A fifth way to secure your real estate documents from cyber threats is to monitor and report any suspicious activity or incident that could indicate a potential or actual attack. You should regularly review your accounts and devices for any signs of unauthorized access, such as unusual logins, password changes, or file modifications. You should also scan your documents and attachments for any malware or viruses that could infect your system or data. You should also report any suspicious activity or incident to your IT support, your DMS provider, your clients, and the relevant authorities, such as the Federal Trade Commission, the FBI, or the local police.