In the digital age, we are increasingly turning to digitization for an efficient and convenient way to process information, but it comes with its own set of security and privacy challenges.
Every step in the digitization process involves risks that need to be addressed to protect valuable data from unauthorized access or malicious damage. It is essential that these measures be taken seriously when designing a secure system, as even small lapses can have serious consequences.
In this article, we’ll explore the privacy and security challenges involved in transporting files for digitization. If your files need to be moved from one location to another to be digitized, you and your digitization partner need to find a transportation solution that keeps your files physically safe and confidential throughout the journey.
Why not use a third-party courier?
Depending on the distance they need to travel, one solution could be to ship them via a reputable freight carrier, but this opens them up to physical and confidentiality risks.
While no reputable third-party courier is going to be intentionally reckless with your files, your shipment is one of many they’re transporting that day, and their employees are unlikely to treat it with the same level of care and sensitivity that yours or your digitization partner would.
Are you willing to take the risk that the box might get thrown, dropped, damaged, or lost in the chaos of their complex shipping schedule? The risk may be small, but it would be better not to take it at all.
Additionally, if you’re transporting sensitive confidential files, transporting them through a third-party courier exposes you to the huge security risk that one of their employees could open and read the contents.
For many confidentiality contracts, it’s not enough to minimize the risk by using highly reputable couriers who are unlikely to violate trust, you need to make it impossible for them to do so.
Distance is a problem in itself.
One way to minimize the risk of loss, damage, or security breach during transit is to minimize the amount of time your files have to spend in transit. The further your files have to go, the longer they’ll be at risk.
Of course, the closest option isn’t always the best option, and there’s no point in giving your files the maximum amount of protection during transit if the people who receive them on the other end aren’t going to handle them safely. You do have some flexibility in terms of distance.
On the other hand, while the distance to transport is not the sole deciding factor in choosing a digitization partner, it is still an extremely important one, and sending your files vast distances to be processed by the best option in the country is similarly irresponsible.
No matter how well your files are going to be treated on the other end, it’s not going to matter if they get lost or damaged on the way over.
Depending on the options available to you given your circumstances, it’s generally a good idea to choose a digitization partner who is close enough to your location that the files can be transported within one day’s travel without having to wait in shipping warehouses or risk getting thrown onto a cargo plane.
Our solution: Secure In-house courier.
Consentia employs its own in-house courier to come to retrieve your files from your location, whether you’re located 5 minutes or 5 hours away from us. Our trusted, vetted personnel will make sure that each file is inventoried and secured before leaving your facility.
When transporting especially sensitive or confidential files, we can use lockboxes to keep them safe from physical damage and security breaches throughout the journey.
For digitization services that prioritize security at every step of the process, Get a digitization quote contact us today! Our digitization solutions are tailored to meet your specific needs, including secure, stress-free transportation from your site to ours.