Corporate safety deposit box – why is it worth renting?

Entrepreneurs face numerous adversities daily, and business risks are no strangers to them. Risk awareness is increasing, and ensuring security is becoming a growing priority. Therefore, a business safe deposit box can help ensure security in certain aspects of business operations.

Trade secret

One of the elements worth securing is business secrets, i.e. data and information that constitute a company's competitive advantage and are often one of the main factors of success.

A trade secret consists of technical, technological, organizational, or other information of economic value that, as a whole or in a specific combination or set of elements, is not generally known to persons who normally deal with this type of information or is not readily accessible to such persons, provided that the person authorized to use or dispose of the information has taken due diligence to maintain its confidentiality (Article 11, Section 2, UZNK). This is the current definition, introduced by the Act of 5 July 2018 amending the Act on Combating Unfair Competition, implementing the EU Directive on trade secrets.

What does this mean in practice? Trade secrets often consist of knowledge, or so-called know-how. They often include technology or recipes, and often include relationships developed over years with contractors, including bidding methods, sales data, prices, and margins. They can also include the source code of software or a game, a strategic agreement signed by owners, or a contract won with a new contractor. Such information should be properly secured and accessible only to authorized and duly authorized individuals.

rental of insured security lockers

Backup copies

Data loss remains a hot topic. Losing business or personal data is often a painful experience and often irreversible.

Cyberattacks, theft, floods, fires, outages – there are countless scenarios for losing important data. Unfortunately, humans are responsible for approximately 25% of all such cases. The only sensible solution is to create (and verify) regular backups. Preparing a good backup strategy is a very sensible step, but effective implementation is crucial.

The 3-2-1 backup rule is a method for ensuring your data is truly safe (not just something that looks good on paper). This simple and universal rule dictates how many backups you should make and where to store them. Therefore:

• always have three backups,

• use two different data storage technologies (cloud, flash drive, external hard drive, tape, etc.),

• Always keep one backup outside your home or business.

Personal data, medical records, source code, and sensitive information are just some of the business data that should be stored as backups off-site. Family photos, computer backups, and contacts are some of the private data that are always particularly painful to lose.

Detailed guidelines on information security, including the creation and storage of backup copies, are regulated, among others, by the ISO/IEC 27001 standard – the standard international standardization Information security management systems . Additional regulations in this area have been developed within the framework of European and national GDPR regulations.

Key documents

Every company has contracts, declarations of intent, and key documents that it will not archive or entrust to third parties. These documents are often intended for a narrow circle of individuals – owners, management, or supervisory boards. Such documents should be properly secured and stored in a secure, monitored manner, with access limited to authorized individuals.

Safe in the company

Currently, the most popular solution in companies, law firms, and notary offices is a company safe. While this solution provides a certain level of security and adequate protection, it is often incomplete and requires a number of compromises:

• Access to a safe is usually limited to one person or a number of people with access to the keys. Keys are problematic because they can be lost or misplaced;

• in the case of additional security features such as numerical codes, these codes are often forgotten or lost;

• We have heard many times that keys or codes have been lost and attempts to open the safe have resulted in specialists being called in who have to perform a mechanical opening, permanently damaging the safe;

• Business safes are typically uninsured or covered by the property policy of the office/facility. This is not dedicated insurance;

• Access to the safe is usually not monitored - it is not certain who opened the safe and when, and this is especially dangerous if several people have access to it.

These are just some of the cases and comments we hear from our corporate clients. They are worth considering when considering the proper protection of trade secrets, backup copies, or other important company documents or items.

We provide professional property storage services in safe deposit boxes in certified vault facilities. We invite you to explore our offerings .