Securing Your Digital Frontier: Best Practices in Protecting Scanned Documents

2 min read
September 19, 2023

Table of contents

Ever thought about what happens after you scan a document? With the shift to digital documentation, ensuring the security of scanned files is no longer a luxury—it's a necessity. Enter the world of document protection, where the journey to ensure that your documents are safe begins.

Best Practices in Protecting Scanned Documents

Document scanning has transformed the way businesses operate. From saving space to ensuring easy accessibility, digital documents have proven their worth. But with great digitization comes the responsibility of protection. So, how do you keep your scanned documents out of the hands of those pesky cyber pirates?

Encryption: Locking Away Your Digital Treasures

Just as you wouldn't leave your house without locking the door, never leave your documents without encrypting them. Encryption converts your documents into a code, preventing unauthorized access. When a document scanning company digitizes your files, they might provide encryption as part of their package. It's like handing you a digital chest with a secure lock.

Access Controls: Only the VIPs Allowed

Who gets to see what? That’s where access controls come into play. Ensure that only those with the right credentials can view, edit, or share the documents. Think of it as a bouncer at a nightclub, allowing only those on the guest list to enter.

Regular Backups: Safety Nets Aren’t Just for Acrobats

Ever lost a file and wished you had a backup? Regularly backing up your scanned documents ensures that even if something goes haywire, you've got another copy stored safely away. It’s a safety net, ensuring you won't lose everything if the unexpected happens.

Two-factor Authentication: Double the Guard

Using a password isn't enough anymore. Two-factor authentication (2FA) requires two types of identification before granting access. It's like needing both a key and a fingerprint scan to enter a building. This adds an extra layer of security to your precious scanned documents.

Continuous Monitoring: Ever-Watchful Eyes

Implement monitoring systems to keep an eye on the activity related to your documents. These systems can detect and report any unauthorized or suspicious activities, letting you nip any potential threats in the bud.

Did you know? Some document scanning services offer continuous monitoring as part of their package.

FAQs: Diving Deeper

Why is encryption important for scanned documents?
Encryption ensures that even if someone intercepts your document, they can't read or modify it without the decryption key.

What is the difference between encryption and access control?
Encryption scrambles your data so it's unreadable without a key, while access control determines who can view or use that data.

How often should I backup my scanned documents?
This depends on how often they're updated. For critical files, consider daily backups. For others, weekly or monthly might suffice.

Is two-factor authentication really necessary?
Absolutely! It significantly reduces the risk of unauthorized access, as hackers would need both your password and your second authentication method.

Can I set up monitoring myself or should I hire professionals?
While there are DIY solutions, it's recommended to consult with a document scanning expert or a professional IT team for a comprehensive setup.

Why should I consider using DocCapture for my scanning needs?
DocCapture connects organizations with the best local scanning companies, ensuring you get top-notch services without the guesswork.


Navigating the digital realm safely might seem overwhelming, but with the right precautions, your scanned documents can remain secure and accessible. Remember, it's not just about converting paper to pixels—it's about keeping those pixels safe.

Ready to digitize with peace of mind? Fill out our get a quote form to connect with the best document scanning companies for your business needs.