How to Balance Data Security and Efficiency in Your Filing Workflow

reading time: 12 minute(s)

Your filing workflow is already strained between piecing together data across systems and ensuring everything is accurate, making upping data security feel impossible. After all, security slows efficiency… right?

Not necessarily. Often, implementing secure practices can support efficiency while helping prevent data leaks that could harm your reputation and customer trust.

Let’s explore how to build security into your workflow.

Why Security and Efficiency Go Hand in Hand

It’s easy to imagine security as a million login screens, complex passwords, and a strict rule book. While due diligence is crucial, security doesn’t necessarily mean more complexity.

In fact, it often means connecting workflows, restricting unnecessary data movement, and providing role clarity, which all also support efficiency. 

When a workflow is scattered across systems, people, and communication methods, it can have more blind spots. This not only slows work, but also makes it easier for unauthorized individuals to access sensitive information through overlooked weak points, like a shared login.

So, let’s take a look at four ways to improve security and efficiency.

4 Ways to Bridge Security and Efficiency

1. Keep Data as Still as Possible

Every download, email attachment, or transfer creates another point where sensitive information must be handled. This creates more weak spots and extra steps, slowing the process. 

Instead, keep information in a centralized environment with appropriate security controls, including encryption. 

Whether you do this by using an all-in-one filing platform or designating a core storage system with an outlined transfer process, you can increase efficiency and security by reducing unnecessary:

• Downloads
• Uploads
• Data transfers across platforms

2. Provide Only the Access Your Team Needs

Giving everyone the same access may appear convenient, but it can quickly become a hindrance and risk. Shared credentials make it hard to know who completed specific actions or to verify past actions, while also unnecessarily exposing sensitive information.

By providing team members with permissions based on their role responsibilities, you can:

• Improve accountability for individual actions
• Provide clarity on roles and responsibilities
• Limit sensitive data access to only those who need it

Additionally, using 2FA can further help verify that the right users access data by adding another layer of sign-in protection. 

Note: Unsure what 2FA or other security terminology means? Read our terminology article.

3. Integrate Collaboration into Your Workflow

Whether it’s from a client, employee, or someone else, collecting sensitive information across multiple channels can create additional places where that data needs to be handled and protected.

When possible, use secure portals or collaboration tools integrated into your workflow. For example, use a filing platform that also supports:

• Team and/or client communication
• Form requests linked to a secure portal
• Form sharing within the platform

Keeping these activities connected can reduce unnecessary downloads, uploads, and transfers while making information easier to manage. 

4. Choose Secure Recipient Copy Distribution

While it’s easy to think filing security ends at submission, recipient copies still hold sensitive information. If they’re distributed through unsecure digital channels, like email, or through manual mailing methods, it’s much easier for an unauthorized person to access it — despite the time-consuming manual effort put into it.

Consider using secure online access or postal mailing when distributing copies. You’ll save time, reduce manual errors, and improve data security all at once. 

What a Secure, Efficient Workflow Looks Like

A secure workflow doesn’t necessarily add another step to everything you do. Instead, it should be incorporated throughout the entire process:

Collect → Prepare → Review → File → Distribute → Track

Safeguards such as multi-factor authentication, access controls, activity tracking, encryption, and secure data handling can work behind and alongside these stages. The result is a workflow designed to protect sensitive information without creating unnecessary barriers to getting work done.

Conclusion

Security and efficiency don’t have to compete. By reducing unnecessary data movement, controlling access, centralizing collaboration, and securely distributing recipient copies, you can build data protection into your existing workflow rather than treating it as another task on your to-do list. 

Curious about how TaxBandits protects your data? Check out our security page.