4 smart (+ safe) ways to store important documents digitally

Gone are the days of stacks of paper documents stashed away in an attic filing cabinet. Now, that filing cabinet lives on your computer, and it's growing.

It always starts with just one file. You scan your passport or your kid’s birth certificate, save it to your desktop, and move on. Then comes a tax return, a rental agreement, maybe even a medical bill. Before you know it, your digital folder has turned into a digital archive for your life, only it's exposed to threats that dusty, locked cabinet in your attic never faced.

In this post, you’ll learn the safest ways to store digital copies of your documents, discover tools to protect your data, and get practical tips to help prevent identity theft.

1. Use an external hard drive or USB

An external hard drive or USB stick offers direct control with no third party involved. It’s like a locked drawer in your digital house where you can keep tax records and personal documents. You get to choose where it lives and who has access to it.

While USBs are compact and convenient for quick storage and portability, external hard drives have more space and are better for archiving years’ worth of files. Depending on your needs, one may be better than the other.

2. Get cloud storage

Storing your files in the cloud means saving them to a remote server you can access from anywhere. This can be a top secure data storage solution if you choose the right provider.

Popular cloud storage options include:

• Norton Cloud Backup: Included with Norton 360 plans, offering secure cloud storage with added protection.
• Dropbox: Integrates with many apps. Paid plans include file recovery and extended version history.
• Google Drive: Free up to 15 GB and works easily with Gmail and Google Docs.
• OneDrive: Great for Microsoft users, with deep integration into Windows and Office 365.
• iCloud: Designed for Apple users, automatically syncing files across all devices.

3. Back up your data

Imagine losing all your documents, photos, and media. For example, this Reddit user was struggling to access images and videos from their WhatsApp backup, and others mentioned they had the same issue. Backups are your digital insurance policy. You don’t want to wait until your device crashes or your phone is stolen to realize you should’ve made one.

A good rule to follow is the 3-2-1 backup rule:

• Keep three copies of your data.
• Store it on two different media types.
• Have one stored off-site (e.g., the cloud).

This strategy gives you layered protection.

4. Get encrypted file storage

If backups are your safe, encryption is the lock. Encrypted file storage scrambles your documents into unreadable data unless you have the key (a secure password or passphrase).

This is especially helpful when uploading documents to the cloud or storing highly sensitive data, such as scans of your ID, Social Security card, or credit card.

Here are a few popular encryption tools:

• BitLocker: It has built-in drive encryption on Win 10/11 Pro.
• 7-Zip: It’s a free tool for encrypted ZIP files.
• AxCrypt: It’s a tool for individuals to secure personal files.
• FileVault. It encrypts your entire hard drive and works with Mac.
• Encrypto: It’s a drag-and-drop file encryption with password protection.
• VeraCrypt: It’s an advanced encryption for tech-savvy users.

Is it safe to password-protect your folders and store them locally?

Password protection helps, but it’s not foolproof. Cybercriminals can often crack basic protection with brute-force attacks. The better alternative is to encrypt your files. That way, even if someone gets past your password, your data stays scrambled for the attackers.

Tips when storing digital documents safely

Storage is only part of the equation. Safe habits, like 2FA and automated backups, can protect your digital paper trail. Check out these tips and implement them today:

• Enable two-factor authentication (2FA): 2FA makes it harder for cybercriminals to access your accounts, adding an extra layer of protection.
• Limit file sharing: Share files only with trusted parties, and only give access to what they need to see.
• Automate your backups: Schedule regular backups so you don’t forget. You can time them so they don’t disrupt your day.
• Stay organized: Use clear naming conventions and folders so you don’t have to guess a file’s name when searching.
• Research your cloud provider: Look for strong privacy policies and encryption.
• Use multiple storage types: A solid defense includes cloud storage, file encryption, and a hard drive.

Treat your data with the same care as your documents

Leaving your digital files unprotected is like leaving your birth certificate in the front seat of your car. Losing or exposing them can lead to family, financial, or even criminal identity theft.

LifeLock can help secure and monitor your personal information exposed online, and detect suspicious activity tied to your identity. LifeLock can also help remove your personal information from people-search sites that could put you at greater risk for identity theft.

FAQs

What’s the safest cloud storage?

The safest cloud storage depends on your needs and software ecosystem, but a good rule is to look for providers with zero-knowledge encryption. These services don’t have access to your data even if they’re hacked.

What’s the longest-lasting physical storage?

For archival purposes, M-DISCs are optical discs that can last up to 1,000 years when stored properly. However, external hard drives typically last 3 to 5 years for personal, short-term use.

How often should I check my backups?

You should check your backups every three to six months. Also, check after major OS updates or software changes and back up again.

What’s the safest way to store my ID and SSN?

Store encrypted copies on a password-protected external drive and in secure cloud storage. Avoid keeping them on your phone or emailing them unencrypted.