Every company requires bookkeeping services to stay on top of their finances, and this task culminates in a mound of financial records. Businesses need to keep these documents, either in physical or virtual formats, for years on end. Dealing with such confidential information requires you and your team to secure all versions of the files to keep the business and your clients protected. Take a closer look at how to accomplish this feat.

3 Ways to Keep Your Bookkeeping Services' Records Secure

1. Place Physical Records in Protected Containers

In the dawn of the digital age, most companies only keep physical copies of their financial records on hand as a form of backup, but that doesn't mean they don't need protection. Since anyone who enters your facility could technically access these documents, it's important to do everything in your power to keep them safe. File cabinets are a common means of storage, but the feature needs to be secured with a secure locking mechanism that's key, fingerprint, or key code operated. Also, track who does and doesn't have access to the paperwork.

2. Utilize Cloud-Based Software

Many professional bookkeeping services utilize cloud-based software to allow their clients easy access. Unlike physical hard drives or paper copies, cloud systems eliminate the risk of losing access to valuable information as a result of office fires or break-ins. The software is also stored on encrypted services, so only approved individuals have access to it, which means you can locate and view the documents with a click of a button.

3. Always Have a Backup

Regardless of the style of financial reporting tools your business utilizes, maintain a backup of all your files. For many companies, this involves creating a copy of their files on a USB drive, a removable hard drive, or a separate cloud server. You should keep at least one extra copy of your files at all times, but don't forget to update the backup as changes are made.

The process of effectively securing your company's records starts with the quality of the bookkeeping service you choose. Ensure the unique needs of your business are met by turning to Clark W. Terrell CPA. Based in Crossett, the accountant provides a range of financial services to businesses throughout southeast Arkansas and is certified in QuickBooks™, including the online variation. From payroll and general bookkeeping to tax preparation, learn more about the accounting firm's services online or by calling (870) 364-5006.