What are the best practices for securing financial documents when working remotely?

1 Use a VPN

A virtual private network (VPN) is a service that encrypts and routes your internet traffic through a secure server. This way, you can avoid exposing your financial documents to hackers, identity thieves, or third-party trackers. A VPN also allows you to access your financial documents from different locations and devices without compromising your security. You should always use a VPN when you connect to public or unsecured Wi-Fi networks, or when you access sensitive financial websites or platforms.

2 Encrypt your files

Encryption is a process that converts your data into a code that can only be decrypted with a key or a password. Encryption helps you protect your financial documents from unauthorized access, modification, or deletion. You can encrypt your files in different ways, such as using a built-in feature of your operating system, a third-party software, or a cloud service. You should also encrypt your backup files and external storage devices, such as USB drives or hard disks.

3 Use strong passwords

Passwords are the first line of defense for securing your financial documents. However, many people use weak or predictable passwords that can be easily guessed or cracked by hackers. You should use strong passwords that are long, complex, and unique for each account or device. You can also use a password manager to generate and store your passwords securely. You should also enable two-factor authentication (2FA) whenever possible, which adds an extra layer of security by requiring a code or a device to verify your identity.

4 Follow the policies and procedures

If you work for an organization that handles financial documents, you should follow the policies and procedures that are in place to ensure their security. These may include using approved software and devices, complying with data protection laws and regulations, reporting any incidents or breaches, and deleting or shredding any unnecessary or outdated documents. You should also be aware of the risks and responsibilities of working remotely, and seek guidance from your manager or IT department if you have any questions or concerns.

5 Educate yourself and others

One of the most important aspects of securing financial documents is to educate yourself and others about the best practices and the potential threats. You should stay updated on the latest trends and techniques in cyber security, and learn how to spot and avoid phishing, malware, or other scams that may target your financial information. You should also share your knowledge and experience with your colleagues, clients, or partners, and create a culture of security and trust among your remote team.