Protecting Your Business in Rural Maine’s Remote Work Environment: A Guide to Secure Document Management

by Terra McKay, Account Manager

As remote work becomes the new standard, businesses in rural Maine face the unique challenge of protecting sensitive information while teams are spread across home offices and rural locations. With fewer face-to-face interactions and potential limits on access to secure infrastructure, businesses must adapt their document management practices to keep information safe. Here’s a guide on how you can protect your Maine-based business in this new, remote work landscape.

1. Set Up a Secure Document Management System

In rural Maine, a strong document management system (DMS) is essential for keeping information secure and accessible. Look for a DMS that includes:

• Access Controls: Ensure only authorized people can view, edit or share critical documents.
• Encryption: Keep documents secure, even during transfers between home offices.
• Audit Trails: Track who accessed or modified documents, helping you detect unusual activity.

For rural businesses, cloud-based document management can offer a reliable and secure platform accessible from anywhere with internet access.

2. Train Employees on Cybersecurity Basics

With a smaller, close-knit team, it’s easy to assume everyone is on the same page when it comes to security. But working remotely brings new risks that every team member needs to understand. A little training on cybersecurity basics can go a long way in preventing issues down the road. 

Make sure your team knows how to:

• Use Strong Passwords: Simple passwords leave your business open to attacks. Encourage everyone to use strong, unique passwords (and consider password managers to make this easier).
• Recognize Phishing Attempts: Rural businesses, especially, can be targeted by phishing schemes that look like official messages but aim to steal information. Showing employees how to spot these scams can prevent costly mistakes.
• Stay Secure Online: Emphasize using secure, password-protected Wi-Fi at home and avoiding public networks for work tasks whenever possible.

By sharing these tips with your team, you’re helping create a culture of security that benefits everyone and keeps your business’s sensitive information safer.

3. Implement Multi-Factor Authentication (MFA)

MFA adds an extra level of security by requiring a second method to verify user identity, like a text code, fingerprint, or authentication app. Even if passwords are compromised, MFA protects sensitive information. Implement MFA on your document systems, email, and other essential accounts to add an important layer of security.

4. Consider Secure Document Scanning and Offsite Storage

If your business relies on physical paperwork, secure scanning and storage can be a game-changer for document protection in remote work environments. Professional scanning services help convert paper documents into digital files, reducing the risk of physical damage and making records easier to organize and access remotely. Once digitized, storing files in a secure, cloud-based location keeps them safe and accessible.

For physical documents that need to be retained long-term, consider offsite storage to protect against potential hazards that can occur in home offices or less-secure settings. Here are some common risks that secure storage can help avoid:

• Humidity and Water Damage: In Maine, where high humidity and winter moisture are prevalent, documents stored improperly can develop mold, mildew, or even become water damaged. Secure storage facilities provide climate control to keep your records safe.
• Fire and Smoke: Home office spaces aren’t always equipped to protect documents from fire. Professional storage facilities are designed with fire-resistant construction and fire suppression systems, which add critical protection for your sensitive records.
• Pests: In rural settings, pests like rodents or insects can be a real threat to paper files. Offsite storage facilities take pest control measures seriously, minimizing the chance of damage from critters that could destroy important paperwork.
• Natural Disasters: Floods, storms, or even minor roof leaks can unexpectedly damage records that aren’t securely stored. Offsite facilities are often built to withstand these risks and are strategically designed to protect files from unforeseen damage.

By choosing offsite storage, you’re not only keeping sensitive documents secure from theft but also preserving them from these physical threats. This investment in professional storage gives you peace of mind that essential documents are protected and can help avoid the high costs of restoring damaged records in the future.

5. Set a Document Retention and Disposal Policy

For businesses in rural areas, it’s easy to keep documents longer than needed, but this can increase security risks. A clear document retention policy ensures you’re only keeping essential records and reducing your exposure to potential data breaches or compliance issues. Specify which documents need to be retained and for how long, especially those containing personal, financial, or sensitive business information.

Equally important is a well-defined disposal policy, which should include secure document shredding. When it comes to document disposal, onsite shredding services offer a convenient and highly secure solution. With onsite shredding, a professional shredding truck comes directly to your location, eliminating the need to transport sensitive documents offsite. This means you can witness the shredding process firsthand, providing peace of mind and ensuring full compliance with data protection laws.

Onsite shredding is especially beneficial for rural businesses that may be far from offsite shredding facilities. It offers immediate security, as documents are destroyed on the spot, leaving no risk of them being lost or mishandled during transport. Scheduled onsite shredding services can also be set up regularly, so you’re always on top of secure disposal without needing to store unneeded paper records.

Professional onsite shredding is an ideal way to protect your business’s information while maintaining a streamlined approach to document disposal. 

6. Back-Up Important Files Regularly

Power outages and internet disruptions can be common in rural areas, so setting up regular backups of important files is essential. Cloud storage offers automatic backups, while external storage options provide an additional layer of security. Routine backups ensure that your files remain accessible and secure, no matter the situation.

7. Audit Security Practices Regularly

Routine audits keep your security practices up-to-date and identify vulnerabilities before they become problems. Schedule periodic reviews to:

• Check Access Controls: Make sure only authorized team members can access sensitive documents.
• Review Software and Hardware Security: Ensure antivirus and other security software are updated across all devices.
• Stay Informed of Regulations: Compliance with data protection laws is important for all businesses, no matter their size or location.

Regular audits allow you to adjust and improve your practices, keeping your business well-protected.

Final Thoughts on Protecting Your Business in Rural Maine’s Remote Work Environment

For businesses in rural Maine, especially those working remotely or with hybrid setups, keeping your sensitive information secure can feel like a big responsibility. But with a few key steps – like a secure document management system, regular employee training on cyber security, and clear policies for document retention and shredding – you can build a solid foundation for protecting your business’s data.

At Records Management Center and Shredding On Site, we’re here to make that process easier for you. We know that managing documents securely, especially in rural areas, comes with its own set of challenges. That’s why we’re dedicated to providing reliable, professional scanning, storage, and shredding services that work for Maine businesses just like yours. Whether you’re fully remote or looking for onsite shredding to simplify secure disposal, we’re here to help protect what matters most.

Reach out to us today to learn more about how we can support your document security and make your job a little easier! – Terra McKay, Account Manager