Protect Documents and Prevent Data Loss

In today’s digital world, the loss or compromise of important documents can have far-reaching consequences for businesses and individuals alike. Whether it’s due to human error, hardware failure, or cyber threats, data loss can disrupt operations, damage reputations, and result in costly recovery efforts. That’s why protecting your documents and preventing data loss is not just a technical necessity — it’s a business imperative. SignNow is designed to address these challenges head-on, offering robust security features, advanced authentication, and industry-leading compliance to ensure your documents remain safe, accessible, and tamper-proof.

Understanding the Risks: Common Causes of Data Loss

Data loss can occur for a variety of reasons, many of which are surprisingly preventable. The most common causes include:

• Human Error: Accidental deletion, overwriting, or misplacement of files is a leading cause of data loss. Even the most diligent employees can make mistakes, which is why automated backups and cloud storage are essential.
• Viruses and Malware: Malicious software can infiltrate systems through phishing emails or compromised links, leading to data theft or destruction. Keeping anti-virus software updated and educating staff about cyber threats is crucial.
• Hard Drive Damage: Physical hardware failures, such as a crashed hard drive, can instantly wipe out years of data. Storing documents in the cloud mitigates this risk by ensuring files are not tied to a single device.
• Power Outages: Unexpected power loss can corrupt files and interrupt business processes. Automated system backups help protect against these sudden disruptions.
• Insecure Software: Using untrusted or outdated software can expose your data to vulnerabilities, including malicious code that can delete or steal sensitive information. Always choose solutions with proven security credentials.

By understanding these risks, you can take proactive steps to safeguard your documents and maintain business continuity.

How SignNow Safeguards Your Documents

SignNow is built from the ground up to protect your documents against the full spectrum of data loss risks. With a combination of advanced threat protection, dual-factor authentication, secure cloud storage, and comprehensive audit trails, SignNow ensures that your files are always safe, accessible, and compliant with industry standards. Whether you’re sending contracts for signature, storing sensitive healthcare records, or managing business agreements, SignNow’s security-first approach gives you peace of mind that your documents are protected from unauthorized access, tampering, and loss.

Advanced Security Features in SignNow

SignNow’s security features are designed to address both technical and human vulnerabilities. Here’s how SignNow keeps your documents secure:

• Advanced Threat Protection (ATP): This feature continuously scans signing links and document access points for malware, phishing attempts, and tampering. ATP is powered by Barracuda Networks, providing enterprise-grade protection against evolving cyber threats.
• Dual Factor Authentication: Signers must verify their identity through a second method, such as an SMS code or email confirmation, before accessing or signing documents. This extra layer of security helps prevent unauthorized access.
• Authentication Timeout: Sessions automatically expire after a period of inactivity, reducing the risk of unauthorized access if a device is left unattended.
• Digital Certificate Technology: Every signed document is sealed with a digital certificate, ensuring authenticity and integrity.
• Disaster Recovery: SignNow maintains a robust disaster recovery plan, so your documents remain safe and accessible even in the event of unforeseen incidents.

These features work together to create a secure environment for your most important documents, giving you confidence in every transaction.

Cloud Storage and Data Retention Policies

One of the most effective ways to prevent data loss is to store documents securely in the cloud. SignNow’s cloud storage solution ensures that your files are protected from hardware failures, theft, and accidental deletion. All documents are retained for a minimum of seven years, with customizable retention policies available for organizations with specific compliance needs. This long-term, secure storage means you can always retrieve your documents when needed, without worrying about loss or corruption. If you require a tailored retention policy, please contact us for more information. Customers consistently praise SignNow’s reliable cloud retention and the peace of mind it brings to their document management workflows.

Authentication and Access Controls

Controlling who can access, view, and sign your documents is fundamental to preventing unauthorized data exposure. SignNow offers multiple authentication methods, including email verification, password protection, SMS PINs, and even phone call verification. You can require authentication before a signer views a document or at the moment of signing, using digital certificates stored with trusted PKI providers. These flexible options allow you to tailor security to your organization’s needs and the sensitivity of each document. By integrating robust authentication into every step of the signing process, SignNow ensures that only authorized individuals can access and complete your documents.

Audit Trails and Document Integrity

Maintaining the integrity of your documents is essential for legal compliance and business trust. SignNow provides a comprehensive audit trail for every document, recording who accessed, viewed, signed, or modified the file — along with precise timestamps. This tamper-evident history is invaluable for resolving disputes, proving compliance, and detecting any unauthorized changes. You can also download the full document history for your records, ensuring transparency and accountability at every stage of the document lifecycle.

Compliance with Industry Security Standards

SignNow is committed to meeting and exceeding the most rigorous industry security and privacy standards. The platform is certified for compliance with regulations such as HIPAA, GDPR, CCPA, PCI DSS, FDA 21 CFR Part 11, ESIGN, UETA, and SOC 2 Type II. These certifications demonstrate SignNow’s dedication to protecting sensitive information and ensuring that your e-signatures are legally binding and recognized across regulated industries. With SignNow, you can confidently manage documents in healthcare, finance, legal, and other highly regulated sectors, knowing your data is protected by industry-leading security protocols.

Best Practices for Preventing Data Loss

While SignNow provides robust security features, following best practices further reduces the risk of data loss:

• Educate Employees: Regularly train staff on data security, password management, and how to recognize phishing attempts.
• Use Cloud Storage: Store documents in secure cloud environments rather than local drives or USB devices, which are prone to loss or theft.
• Implement Strong Authentication: Require dual-factor authentication for sensitive documents and set session timeouts to prevent unauthorized access.
• Regularly Review Access Permissions: Audit who has access to documents and remove permissions for users who no longer need them.
• Vet Service Providers: Choose vendors with proven security credentials and compliance certifications.
• Establish Clear Policies: Define what information can be shared online or on social media to prevent accidental data exposure.

By combining SignNow’s technology with these best practices, you create a comprehensive defense against data loss and document compromise.

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