You know the scene: screens lock up, phones start ringing, deadlines don’t move. Ransomware doesn’t just disrupt your day—it threatens your data, your reputation, and your bottom line. The good news? A tidy, well-run digital system makes you harder to hit and much faster to recover. This article lays out a straightforward playbook you can start now: organize your files, add a few simple protections, and practice your recovery so you’re never stuck.
Ransomware, Plain & Simple
Ransomware is when criminals lock your files and demand payment to unlock them. It spreads easily when organizations rely on aging servers, stash files across desktops and thumb drives, reuse weak passwords, and pass sensitive documents around by email.
We’ve seen the impact up close: a large court client of ours suffered a ransomware attack that took core systems offline for days. Because certain digitized records were already hosted in our secure Digital ReeL hosted platform outside of the affected network, staff could keep working and serving the public while IT teams restored systems. The lesson is clear—good digital hygiene doesn’t just reduce risk; it keeps the lights on when things go wrong.
Make Your Data Harder to Breach
Start by giving your records one secure home—your document management system—so files aren’t scattered on desks, USB sticks, or random shared drives. Turn on strong sign-in (two-step codes / multi-factor authentication) and keep access on a “need to know” basis so people only see what their job requires (“permissions-based” access).
Clear out what you no longer need; you can’t lose what you don’t keep. And add simple guardrails: automatic malware scans on upload, alerts when something strange happens (like a sudden mass download), and quick reviews of new sharing links. None of this is fancy—it’s the basic lock-and-alarm combo that keeps most trouble out.
Build a Safety Net You Can Trust
Build a safety net you can trust. Backups are your parachute: keep several copies of important files in different places, with at least one copy that’s write-protected and kept off your network so it stays clean if attackers strike.
Once a month, actually restore a small set of files to prove everything works. If you use a hosted archive—ours is Digital ReeL—you also get a read-only place to reach critical records during an outage, so your team can keep serving customers while IT handles repairs.
Keep The Scan-To-Digital Journey Safe
Keep the scan-to-digital handoff tight. If you’re converting paper, microfilm, or other hard copy materials, start by tracking every box, logging each handoff, and storing materials in controlled areas. For shipping, use sturdy, tamper-resistant cases—Pelican cases are a great option —so fragile records don’t get banged up in transit. When the files are ready, deliver them with encrypted transfers instead of email.
A good partner will walk you through their safeguards in plain English: building security, staff screenings, how access is limited, and how your records are monitored from intake to delivery. If you’re new to this, ask to see the process—short videos or a quick walkthrough make it easy to understand exactly how your materials stay protected.
Stay Open During A Shutdown
Not all records are equal. Digitize your “can’t-lose” documents first—the ones you need to serve customers, run payroll, and meet legal obligations. Store a current copy in a hosted, read-only archive so you can keep working even if your main systems are down. Write a simple “break glass” plan: who to call, where the backups are, and the steps to switch to your fallback setup. A one-page checklist beats a binder you’ll never read.
“If Hackers Target Digital Files, Why Digitize At All?”
Because there’s risk either way. Paper can be lost, stolen with no trail, damaged by water or fire, or misfiled for weeks. Digitizing adds real protections—strong sign-in, permission controls, tracking, quick backups—and massive day-to-day benefits: fast search, easy sharing, and fewer bottlenecks. Don’t let “perfect” be the enemy of “far better.” A well-run digital system paired with basic security habits dramatically lowers risk and speeds up your work at the same time.
In Closing
Ransomware is scary, but the playbook is simple: organize your files, add a few smart locks, keep solid backups, and practice your restore. If you’re ready to start, begin with your must-have records and run a small pilot to prove the approach. We can help you set it up, keep it secure, and make sure you can keep working—even on your worst day.
Next Steps
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Further Reading
How to Ensure Document Security and Compliance With a Digital System
Breaches, fines, and reputational hits are costly. This blog describes how to use a document management system (DMS) to protect sensitive records and prove compliance without slowing the business.
From Microfilm to Digital: Protecting Your Records Every Step of the Way
Digitizing microfilm is about more than scanning–it’s about preserving critical records through every stage of the process. In this blog, we walk through the key risks of mishandling microfilm and the secure practices that protect it from deterioration, loss, or compromise.
Why Digitizing Your Documents Is The Smartest Move You’ll Make
Relying on physical records slows operations and increases costs. This article explores how going digital boosts productivity, enhances security, and ensures businesses stay competitive.