Top 4 Data Security Practices Your Business Needs for 2025

Data security has never been more important. With cyber threats evolving daily and sensitive information at the core of every business, keeping your documents protected is important, not just for compliance, but for maintaining the trust of your clients and stakeholders. As we head into 2025, adopting modern security practices in document management will help safeguard your business from breaches and legal risks.

Here are the top four data security practices your business needs to prioritize in 2025.

 

1. Secure Shredding After Digitization

Even in a digital-first world, paper isn’t completely disappearing. Most businesses still manage sensitive paper documents during day-to-day operations. But once those documents are digitized, what happens to the physical copies?

Allowing paper documents to pile up in storage without proper destruction poses a massive security risk. Physical files can be stolen, misplaced, or accessed by unauthorized personnel. To eliminate this risk, your business should adopt secure shredding practices. ProScan Solutions works with PROSHRED Security to offer document shredding solutions that comply with state and federal regulations. By properly destroying all physical copies after digitization, you make sure no sensitive information can fall into the wrong hands.

 

2. Investing in Secure Cloud-Based Storage Solutions

Cloud-based storage is an essential tool for businesses that need real-time access to files while maintaining robust security. However, not all cloud solutions are created equal. When choosing a cloud storage system, look for platforms with features like encrypted backups, multi-factor authentication, and role-based access controls.

ProScan Solutions helps businesses transition from outdated file storage to advanced document management systems integrated with secure cloud platforms. This makes sure that all your business-critical data is protected from unauthorized access. With centralized and secure access, you’ll also minimize the risk of accidental data loss.

 

3. Adopt Rigorous Document Quality Control Processes

Accurate digitization is about more than just scanning documents. A high-quality scanning and management process eliminates errors and protects the integrity of your digital files. But this step is often overlooked by businesses rushing through digitization.

At ProScan Solutions, document quality control is a top priority. From the moment a document is scanned, the process ensures that every file is accurate, searchable, and securely digitized. Our use of Optical Character Recognition (OCR) technology means that your files aren’t just stored securely, they’re also easily organized and retrievable. Combining quality control with top-tier security software protects your data from becoming lost or corrupted during scanning and storage.

 

4. Stay Up-to-Date on Data Security Regulations

Compliance is a moving target, and data security laws change as threats evolve. Whether you operate in healthcare, legal, financial services, or other regulated industries, keeping up with the latest regulations is key to avoiding fines or loss of reputation. From HIPAA to GDPR, businesses must stay educated about the specific compliance measures for their industry.

ProScan Solutions continues to stay informed about changing regulations to ensure your data management practices remain secure and compliant. By partnering with experts in compliance and security, your business eliminates the burden of tracking these changes on your own.