Nowadays, businesses are obliged to store the personnel files of their employees securely. This is obliged not only by the provisions of GDPR, but also by the Data Protection Act, the Labour Code and the Civil Code. If you want classified documents and employee files to be solidly secured, buy filing cabinets locked with certified locks.
Lockable filing cabinets – this is something your business should not be without
Although businesses can keep documents electronically from 2019, many still choose to store data in traditional form, on paper. This should come as no surprise, as we hear more and more about hacking attacks and leaks of personal data.
Lockable armoured filing cabinets are the ideal solution for any company. A large cabinet will hold many file binders with personal files, accounting documents and classified data. Remember that one filing cabinet may not be enough for you. Accounting documents need to be kept for 5 years, while personnel files need to be kept for 10 years.
Consider having a separate room for your filing cabinets. You may need additional safes in the future. A separate room is also another safeguard. This makes it much easier to protect your data.
Read more: Everything you need to know about protecting classified information
A filing cabinet locked with a certified combination lock can also serve you to store other valuable items such as:
● phone, laptop and other electronic devices,
● device and vehicle registration documents,
● car keys,
● cash,
● securities.
You can also order lockable filing cabinets with any desired equipment. There may be a separate section for documents and a space for cash and other items. There can also be additional lockers inside.
Small combination filing cabinets – a must-have for the home
Filing cabinets are not just a piece of business equipment. At home, a small filing cabinet with a combination lock will come in handy, as everyone keeps many important documents. It's a good idea to keep them in order and in one place.
For example, you can store documents such as;
● notarial deeds or files of the registry office,
● purchase invoices for your most precious possessions,
● purchase and sale agreements,
● school and university certificates,
● personal notes,
● securities,
● life insurance policies.
A small locking safe is a great place to store documents. However, it's worth thinking about home safes in a larger size because then you can also store valuable keepsakes, cash, jewellery, antiques and works of art. A large filing cabinet with a combination lock is ideal because you can fit everything you want inside.
What type of lock can you choose for a filing cabinet?
The standard lock used in safes and filing cabinets is a key lock. This is a simple and inexpensive solution, but can be problematic in many cases.
If several employees are to have access to the cupboard, each should have their own key. However, it often happens that the key gets lost or is left at home. It can also fall prey to a thief.
If more staff are to have access to the safe, a filing cabinet with a combination lock is a good solution. There are several possibilities to choose from:
● a mechanical lock with a dial,
● an electronic lock with a numerical keypad,
● a fingerprint lock,
● a lock opened with your smartphone via wireless communication.
In this article you will find out how to open a safe and the ways of opening different locks.
Characteristics of mechanical and electronic locks
All security devices have their advantages and disadvantages. If you want to open the cabinet quite often, a lock with a dial will not be suitable, because it takes a relatively long time and requires precision. If you make a mistake, you have to go through the whole procedure again.
A good solution for companies is a lock with a numeric keypad. Anyone who knows the code will be able to open the cabinet. However, it is necessary to remember about discretion, because someone unauthorised may suspect the code. It's also a good idea to have spare batteries put away somewhere, in case the lock starts signalling the need to change them.
A convenient security feature is a biometric lock. In this case, you don't have to remember the combination. Just put your finger on the reader and the cupboard is opened. Unfortunately, even a minor skin wound or a dirty finger will prevent the door from opening. This kind of protection is unlikely to work in a mechanical workshop where employees are in frequent contact with grease.
A filing cabinet with a combination lock is an ideal solution not only for businesses but also for homes. It is worth thinking about the purchase and choosing a larger model. Then you can also deposit cash and other valuables there. Fire protection is also an important issue. If you want your documents to be safe, buy a fireproof cabinet.
This may interest you: Metal cabinet for documents and personal files
An armoured filing cabinet – why do you need one in your company?
