Stolen Paper Documents with Sensitive Data

Stolen Paper Documents with Sensitive Data

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Lukas Vileikis
27 July 2021

To this day, there are businesses storing their documents in paper format. As the world advanced, so did the tech in use, but some companies still prefer to do everything the old-fashioned way. In this blog, we are going to go through the benefits and risks of storing sensitive data in paper format.

Why Store Data in Paper Format?

Before we understand why we shouldn’t store sensitive data in paper format, we need to go through the facts why people would even consider doing so. People might store sensitive data in paper format because:

  • That’s the requirement set by a certain business department.
  • Some data is deemed very sensitive and people think that by not storing it on devices connected to the web they will be safer.
  • Some of all of the business data was stored in a paper format before and people think that they should simply avoid moving it to the cloud or similar solutions due to personal or other reasons.
  • They simply forgot to digitize all of their documents!

Storing data in paper format is an outdated solution that should no longer be in place because, as previously mentioned, as the world advanced, so did the technology and it’s now possible to store extremely sensitive data on, for example, external hard drives and encrypt them without ever storing anything on the cloud if you don’t want to. Still though, businesses storing data in paper format will probably move to the cloud sometime in the future and a big part of that is the fact that businesses are starting to understand the value of backing up their data.

Why Backup?

Backing up your data is an important part of any software development routine even if your business isn’t in the software industry. Here are some of the reasons why that might be the case:

  • Avoiding paper documents and backing up your data digitally can help you avoid data loss and better protect your business against theft (almost all of backup providers provide the ability to compress and (or) encrypt your data, so you’re in good hands)
  • Backing up your data can help you ensure that whatever happens to your business, your data is safe.
  • By backing up your data and doing so properly you can make sure that your data can be quickly & safely recovered in case of disaster.
  • Backups of your data can help you comply with certain regulations (for example, PCI-DSS or GDPR)

Backup Ninja can be your reliable partner in the backup world. Backup Ninja lets you back up your databases no matter what they are - whether you’re dealing with MySQL, PostgreSQL, MariaDB, MongoDB, Percona or TimescaleDB, Backup Ninja can help you out in any scenario. Here’s how:

First, log in to Backup Ninja and you will be able to observe the status of your backups - you will be able to see how many backups failed, how many ran successfully and how many are inactive:

Dashboard

This page will let you view backup stats for the last 24 hours, 7 or 30 days. You can also view upcoming backups by clicking on the schedules list or schedule backup links. Here’s how everything looks like:

Schedules page lets you see all of the schedules you have set to run:

Schedules

Here you are able to see the backup name, its method, last execution date, what server it executed on and what storage its on - click Schedule Backup and you will be able to schedule your backup too. Here are all of your actions in this space - you can either show your backups, duplicate or edit the schedule or backup now if you so desire, you can also delete the schedule altogether:

Backup Settings

When scheduling a backup, you can define the schedule name, backup server you want to run the backup on, select a backup method, a backup type and enable Point in Time Recovery (PITR) or backup a database per file if you so desire:

Schedule Details

You can also either store your backups locally or in the cloud. Elect to store them in the cloud and you will see a couple of options available for you to use:

Cloud Providers

As you can see, you are able to use either AWS, Backblaze, Scaleway, gridscale or other solutions (you can also use Wasabi or any S3 compatible storage provider too) - isn’t that great? Once you elect to store your backups in the cloud, you will also be able to select a retention policy type and how many days (weeks, months or even years!) you want to store backups for:

Where to Store backups?

Finally, adjust the backup settings (modify the backup name, use compression or encryption if you wish), then proceed to schedule the backup:

Name Pattern

Backup Ninja also allows you to see the amount of servers you have:

Agents

As you can see, server agents can also be restarted, upgraded or removed.

That’s not it though - Backup Ninja can also be a great backup solution if you want to avoid dealing with paper documents because it can do something some other backup services do not: it can alert you! Click on notifications and you will be able to modify the email notification settings:

Email settings

Email notification settings can be configured in such a way that you are always alerted when something goes wrong - Backup Ninja will notify you when backups are created, when they fail, when a schedule is created, paused or removed, also when an agent is installed or deleted, when it reports an error, when it’s started or stopped etc.

Summary

The world is as advanced as never before, but still, we see a number of businesses storing their documents with sensitive information on paper. Once the documents with sensitive information get into the hands of malicious parties, they can be one of the primary sources of trouble for your business and you alike. To protect against such data theft, be sure to backup your data - one of the services offering backup solutions is Backup Ninja. If you like what Backup Ninja can offer in this space, make sure to give it a try today, or, if you’re not satisfied with what it can offer, take a look through the documentation - maybe you will change your mind.

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