What are the most effective tools and techniques for encrypting and backing up digital records?

Records management is the practice of creating, storing, retrieving, and disposing of records in an efficient and secure way. Digital records, such as documents, emails, images, and videos, are increasingly common and valuable in many organizations. However, they also pose challenges and risks, such as data breaches, corruption, loss, or unauthorized access. Therefore, it is essential to use effective tools and techniques for encrypting and backing up digital records. In this article, we will explore some of the best practices and options for protecting your sensitive information.

1 Encryption basics

Encryption is the process of transforming data into an unreadable format using a secret key or password. Only authorized parties with the correct key or password can decrypt the data and access its original content. Encryption can protect your digital records from hackers, spies, thieves, or other unauthorized users who might intercept, copy, or modify them. Encryption can be applied to individual files, folders, devices, or networks, depending on your needs and preferences.

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Karunakar Rai M

Director - Operational Excellence (Strategic Operations Leader | Digital Transformation & Records Management)
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Understanding Encryption: Encryption is the art of securing data by encoding it into an unreadable format, accessible only via a secret key. It’s our digital safeguard, shielding information from unauthorized eyes. Whether it’s files, folders, or entire networks, encryption acts as a barrier against cyber threats like hackers and spies. By encrypting our digital assets, we ensure that only those with the right key can unveil the data’s true form, keeping our digital lives secure. This summary encapsulates the core principles of encryption and its significance in protecting digital information.

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2 Encryption tools

There are many encryption tools available for different platforms and purposes. Some are built-in features of your operating system, such as BitLocker for Windows or FileVault for Mac. Others are standalone applications that you can download and install, such as VeraCrypt, AxCrypt, or GnuPG. Some are cloud-based services that encrypt your data before uploading it to a remote server, such as Boxcryptor, Cryptomator, or Tresorit. Some are browser extensions that encrypt your web traffic, such as HTTPS Everywhere, Privacy Badger, or uBlock Origin. You should choose the encryption tool that suits your level of security, convenience, and compatibility.

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3 Backup basics

Backup is the process of creating and storing copies of your data in a separate location or medium. Backup can protect your digital records from accidental deletion, damage, corruption, or loss due to hardware failure, natural disaster, theft, or ransomware. Backup can also help you recover previous versions of your data in case of human error, malicious changes, or legal disputes. Backup can be performed manually or automatically, depending on your schedule and frequency.

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Vicki Green

Patient Support Specialist
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In my experience ensuring that your system files are backed up automatically and regularly is essential to recovering lost data. We may not realize its importance until we need it.

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4 Backup tools

There are many backup tools available for different platforms and purposes. Some are built-in features of your operating system, such as Windows Backup or Time Machine for Mac. Others are standalone applications that you can download and install, such as Acronis True Image, EaseUS Todo Backup, or Cobian Backup. Some are cloud-based services that sync your data to a remote server, such as Dropbox, Google Drive, or OneDrive. Some are external devices that store your data offline, such as USB flash drives, external hard drives, or optical discs. You should choose the backup tool that suits your storage capacity, reliability, and accessibility.

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5 Encryption and backup best practices

To ensure optimal security and integrity of your digital records, you should follow some encryption and backup best practices. Encrypt your data before backing it up to prevent unauthorized access in case of loss, theft, or compromise. Use strong passwords or keys for your encryption and different passwords or keys for different encryption tools or levels. Store your passwords or keys safely and separately from your encrypted data to avoid losing access. Additionally, backup your data regularly and frequently, as well as to multiple locations or mediums, to increase redundancy and availability. Lastly, verify your backup copies and test the restore process to ensure valid and functional access to your data.

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Oday B.

Head of Customer Success at VersaFile. Connecting systems with repositories, cutting $millions in storage and inefficient architecture costs.
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When thinking about backup solutions, ensure that encryption keys are only held by your organization and not by the solution provider. Also, while encryption at rest is important, ensure that industry standards are followed to encrypt data in transit.

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6 Encryption and backup challenges and solutions

Despite the benefits of encryption and backup, there are certain challenges and limitations that must be addressed. For instance, encryption and backup can consume time, resources, and bandwidth, so it’s important to optimize settings and processes to prevent performance degradation or resource exhaustion. Additionally, compatibility and interoperability issues may arise, so make sure your tools are compatible with your operating system, applications, devices, and networks. Finally, there are legal and ethical dilemmas associated with encryption and backup that should be taken into account when complying with laws and regulations of your jurisdiction and industry. Respect for the privacy and rights of stakeholders is also essential.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the most effective tools and techniques for encrypting and backing up digital records?

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1 Encryption basics

2 Encryption tools

3 Backup basics

4 Backup tools

5 Encryption and backup best practices

6 Encryption and backup challenges and solutions

7 Here’s what else to consider

Records Management

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