On top of the damage to your business reputation, HIPAA fines cost around $25,000 per violation per category for security breaches. At the minimum, you can expect to pay $100 for each violation, but the damage to your business can be far worse. This is why you should take action to secure file cabinets. Let’s take a look at how to secure your future business practice.
Why You Need to Secure Your File Cabinet
As the world increasingly moves towards a digital landscape, it’s important to remember the importance of physical security as well. Your file cabinet may not seem like a particularly sensitive spot, but if it’s not properly secured, it could be a weak link in your organization’s security. Here are a few reasons why you need to make sure your file cabinet is up to snuff:
- Physical files can’t be hacked. While digital files are vulnerable to cyberattacks, physical ones are not. If someone wants to get their hands on your sensitive information, they’ll likely target your file cabinet first.
- File cabinets can be easily stolen. If your file cabinet is not properly secured, it could be easy for someone to simply walk off with it. This would give them access to all of your organization’s confidential information.
- File cabinets can be used to smuggle contraband. If your file cabinet is not properly locked, it could be used to smuggle illegal items into or out of your organization. This could put you at risk of legal trouble or other serious consequences.
- File cabinets can give intruders a place to hide. If an intruder gains access to your building, they may try to hide in your file cabinet in order to avoid detection. This could lead to them being able to carry out nefarious activities or cause other problems for your organization.
- File cabinets can be fire hazards. If a fire breaks out in your building, your file cabinet could be one of the first things to catch fire. This could destroy important documents and put your organization at risk.
Properly securing your file cabinet is crucial to protecting your organization’s information and preventing potential problems. Make sure you take the time to choose the right lock for your needs and always keep it locked when you’re not using it.
The importance of security
It is important to have secure file cabinets to protect your confidential information and valuables. There are many ways to secure file cabinets, and the best security measure depends on the type of file cabinet and the level of security you need. Here are some tips for securing your file cabinets:
- Use a padlock or combination lock to secure the drawer(s) of your file cabinet. This will prevent unauthorized access to your belongings.
- If you have a locking file cabinet, make sure to keep the key in a safe place where only you have access to it.
- Don’t store all of your valuables in one place; spread them out among different hiding spots in your home or office.
- Keep an inventory of what is in each file cabinet drawer so that you can easily check if anything is missing.
Don’t Trust the Filing Cabinet Locks
Filing cabinet locks suffer two crucial weaknesses. First, the materials used to construct filing cabinets lack adequate security measures, and the layout of the internal locking mechanism is simple.
Second is the thickness of the cabinets. Most filing cabinets will have a thickness of between 0.6 mm to 0.7 mm. Obviously, the thicker the filing cabinet, the better your security, but beware of manufacturers that falsely report the thickness. Due to this, you will want to buy a thicker filing cabinet from the start, and you will want to install a better lock.
denverlocksmiths.org typically performs this service to guarantee your security. Think of it as an investment in your future. Don’t install it yourself if you want security because you may install it wrong and make it easier for criminals.
Add a File Bar
In some cases, you will hear them referred to as file rails. You want to use this with a high-security lock to secure file cabinets. Many businesses love them because of the extra layers of security that it adds. You solve security issues on two fronts. First, it reduces the risk of the manufacturer’s locks, and second, you can layer your security better.
Strict Key Management Policies
Enforce a strict key management policy to reduce your risk that the key would fall into the wrong hands. In some cases, your weakest link stems from those who open the locks, not from those who would break into them. Tight management policies will restrict access and keep track of who has what. In this way, you can figure out what went wrong if someone breaks into your filing cabinets. Make sure to keep clear and organized records of where the keys went. You will want to keep a spare in a secure place to ensure access to files whenever needed.
Enforce Security Policies for Keys
Keys are a vital part of any security system, as they provide the means to lock and unlock doors, cabinets, and other areas. As such, it is important to have a policy in place for their use and management.
When it comes to keys, there are a few things to keep in mind:
- Keys should only be given to authorized individuals.
- Keys should be kept in a safe and secure location when not in use.
- A lost or stolen key should be reported immediately.
- Only authorized personnel should have access to key control systems.
- When creating new keys, old keys should be destroyed to prevent unauthorized access.
By following these simple guidelines, you can help ensure that your keys remain safe and secure and that only authorized individuals have access to them.
Rekey the Locks Occasionally
Businesses should especially rekey the locks if they had to fire an employee since you never know if they made a duplicate key. Rekeying the locks isn’t the same as replacing them altogether, but it often makes sense to hire a commercial locksmith to perform this service every once in a while. Rekeying the locks will also cost less than replacing them. Many apartments will rekey the locks after a tenant moves out, replacing them altogether unless they want to take advantage of new security upgrades, which is when installing a new lock makes more sense.
You can buy some great filing cabinet locks that will protect your business from harm, but I wouldn’t trust the manufacturer’s locks on this. You will almost always secure file cabinets with a simple upgrade of the locks.