Companies are increasingly utilizing artificial intelligence. While AI has the potential to scale business and keep employees organized, it can also pose a few issues. AI has increased both the volume and sophistication of cyber threats. While AI enables stronger, faster, and more proactive defenses, it has also provided hackers with powerful tools to accelerate attacks. 

Companies have primarily utilized digital document storage since the 1990s. It enhances operational efficiency, reduces paper, enables remote access, and is sustainable. It has also been deemed highly secure due to encryption and controlled access. However, as new technologies are integrated into our daily lives, new avenues for security breaches arise. There is one simple solution that is very often overlooked: physical document storage. 

Many document security companies overlook physical storage because it’s considered an old-school tactic. However, it’s actually a very simple solution. Physical document storage is one of the most secure ways to store sensitive information. Adopting a hybrid approach is critical. Digitally storing documents that need to be regularly accessed and used while physically storing historical or sensitive information is the best way to deter hackers and keep document management efficient. 

Digital document storage isn’t going away, nor should it. There are several documents that businesses utilize regularly, making online access pivotal. This includes project management files and marketing files. These provide internal communications, social media access, and brand guidelines that teams need to utilize regularly. Support logs and operating procedures should also be kept digitally. 

Documents that are stored digitally should be low-stakes and need high accessibility. Meaning, if somebody hacks the cloud or server and gets ahold of the information, it won’t be the end of the world. 

Digital storage is safer than ever, but it isn’t bulletproof. In an era where hacking tools evolve as fast as security software, some data is simply too risky to keep online. For important, sensitive documents, the ones that protect your intellectual property or keep you out of legal jeopardy, offline storage remains the ultimate safeguard. These should be records that, if leaked or hacked, could jeopardize your company’s legal standing, intellectual property, or lead to hefty fines.

Businesses have documents that need to be completely secure. Several documents don’t need to be accessed unless asked to provide some sort of proof of compliance. Companies don’t consistently access these documents; however, failing to have them when needed can lead to fines and even hurt the business’s future. 

Strategically choose which data lives on a server and which lives physically. Digital storage should be designed for quick access and collaboration. If the team needs to access a document daily or weekly, it belongs in a secure, encrypted cloud or on a local server. 

Any sensitive employee information should be stored physically. This includes background checks, hiring documentation, and medical records. These don’t need to be frequently accessed, and the last thing you want is your employees’ privacy breached. This can lead to some hefty fines and even legal action.

Historical documents are records that often carry sensitive information and don’t need to be accessed regularly. These are documents that prove the foundation and planning of the company. In a competitive market, or when an individual is simply trying to sell their business, being able to prove when and how an idea was conceived is critical. 

These documents include original logos, founding charters, laboratory notebooks, early sketches, or timestamp drafts. These are also crucial if you ever need to defend brand heritage, patents, or trademarks. Storing them physically will keep the documents safe and accessible when needed and out of hackers hands.

Transitioning to a hybrid model looks different depending on the business. Smaller businesses or those that don’t have a lot of sensitive information can physically store documents on-site. 

Files should be kept in fireproof filing cabinets or shelving units, sometimes using color-coded systems. The cabinets should be locked, and the room should have very strict keycard access. Ideally, these rooms should be climate-controlled for paper quality. 

If the company is larger or needs more space, partner with a physical storage facility. They provide 24/7 monitoring and often daily delivery services. While retrieving documents is slower than digital storage, most of these places can scan your document within a business day and sometimes even within an hour. 

Before partnering with a facility, make sure to check the reviews. It’s important to work with a secure storage facility that features 24/7 monitoring. 

In an era when cyberattacks can bypass even the most sophisticated systems, physical storage has become a necessity. A hybrid approach provides the best of both worlds. By taking sensitive data offline, you’re doing the work to end the game for hackers who can’t steal what they can’t reach.