Why Does Document Security Become Critical During the Holiday Season?

 

Why Does Document Security Become Critical During the Holiday Season?

The year-end and New Year period is a time when risk factors accumulate. With long holidays, the absence of key personnel, and temporary work processes overlapping, even minor negligence in management can lead to security incidents.

Especially during the holiday season, the creation and movement of documents increase sharply compared to usual due to report organization, sharing of handover materials, and the transfer of work data. As exceptional situations that are not usually permitted—such as reliance on personal storage, and increased external data transfers—occur repeatedly, documents often end up outside the scope of control.

How you manage this period can significantly affect business stability and security levels after the holidays. To reduce these risks, it is crucial to inspect your security environment before the holiday break.

 

 

How to Safely Protect Documents During the Holiday Season

 

1. Basic Security Checks Required Before the Holidays

To strengthen document security, the system environment handling documents must first be maintained stably.

① Check Backup Systems

You must check the status of backup systems in advance to ensure critical data can be safely restored. If a system failure or security incident occurs during the holidays, the availability of backups will determine the speed of business resumption.

② Check Security Vulnerabilities and Apply Latest Patches

Security vulnerabilities can become primary targets for external attacks. Conducting minimum inspections and applying security patches before the holidays is mandatory.

③ Prevent Unauthorized Access via Multi-Factor Authentication (MFA)

To prepare for account takeover attempts, you must prevent identity theft and unauthorized access in advance through Multi-Factor Authentication.

 

2. The Safest Way to Protect Documents During the Holidays: Document Centralization Solution

The core of document security is to prevent incidents beforehand while simultaneously creating an environment where issues can be identified and addressed if they occur.

The Document Centralization Solution controls documents so they are created, stored, and managed only in a central repository—not on personal PCs, drives, or external hard drives—helping maintain document security even during the holidays.

 

① Minimize External Leaks Through Centralization

Once business documents begin to be stored solely on personal PCs or scattered across various drives, they fall outside the scope of management.

→ Since the Document Centralization Solution enforces storage in a central repository, it reduces the risk of leaks caused by documents being dispersed across multiple locations.

 

② Access Control for Central Server and Folders/Documents

In situations where supervision is lax due to long holidays, allowing unrestricted access and sharing of documents leads to leak risks.

→ The Document Centralization Solution prevents unauthorized logins through mobile and email Multi-Factor Authentication (MFA). → Permissions can be granted to folders and documents based on job relevance or rank, strengthening security by controlling access and usage by unauthorized personnel during the holidays.

 

③ User Activity Logs During the Holidays

Even during the holidays, records must be kept of who viewed, modified, or shared which documents and when.

→ The Document Centralization Solution allows for the monitoring of documents and full activity history. → In the event of an issue, logs can be downloaded as Excel files to clarify responsibility and serve as legal evidence.

 

The year-end and New Year season is prone to accidents, but it is also the final opportunity to prepare in advance. We hope you prepare for a safer holiday season with basic security checks and systematic document management using the Document Centralization Solution.