In today’s rapidly evolving digital landscape, maintaining robust cybersecurity practices is essential for businesses of all sizes. The UK government-backed Cyber Essentials scheme outlines the fundamental measures organisations should implement to protect themselves from common cyber threats. While much focus is placed on digital data, one often overlooked area is the management of physical paper archives. Digitising these archives not only streamlines operations but also plays a critical role in achieving Cyber Essentials certification.
- Enhanced Access Control and Data Security
Paper documents are inherently vulnerable to physical theft, loss or unauthorised access. By digitising archives, organisations can leverage advanced access control mechanisms such as encryption, password protection and user authentication. This ensures that sensitive information is only accessible to authorised personnel, a key requirement of the Cyber Essentials framework. - Improved Data Backup and Recovery
One of the core principles of Cyber Essentials is the ability to back up and restore data effectively. Physical documents are susceptible to damage from fire, flooding or other disasters, making recovery difficult or impossible. Digitised documents, however, can be stored securely in the cloud or on secure servers with automated backup processes. This not only protects data integrity but also ensures quick recovery in case of a breach or data loss incident. - Reduced Risk of Human Error
Manual handling of paper documents increases the likelihood of errors such as misfiling, accidental disposal or unauthorised sharing. Digital systems offer audit trails, version control and automated workflows that reduce human error and enhance accountability. This level of oversight aligns with Cyber Essentials’ emphasis on maintaining secure and well-monitored systems. - Streamlined Patch Management and Software Updates
Cyber Essentials requires that software and systems are regularly updated to protect against vulnerabilities. When documents are digitised and managed through centralised software, it’s easier to ensure that all security patches and updates are consistently applied. This reduces potential entry points for cyber threats and keeps the organisation’s data secure. - Strengthened Protection Against Malware
Paper archives can’t be infected by malware, but the information they contain can be compromised if digitisation isn’t handled securely. By using trusted scanning and document management software with built-in malware protection, organisations can ensure that their newly digitised data remains safe. Additionally, digital storage allows for the use of antivirus software and other protective measures required by Cyber Essentials. - Facilitating Secure Remote Work
With the rise of remote and hybrid working models, secure access to important documents from any location has become crucial. Digitising archives enables employees to access necessary information securely through encrypted connections and VPNs, in compliance with Cyber Essentials requirements for remote access security.
Achieving Cyber Essentials certification is a vital step for organisations aiming to protect themselves against common cyber threats and demonstrate their commitment to cybersecurity. Digitising paper archives not only modernises document management but also significantly contributes to meeting the core requirements of the Cyber Essentials framework. By enhancing access control, improving data backup, reducing human error and facilitating secure remote work, digitisation is a smart move towards a more secure, efficient and resilient organisation.
Find more information about Key Digital’s secure document scanning and digitisation services here: key-digital.co.uk/scanning