Secure Document Management
As organizations strive to find more efficient methods for sharing and storing files, it’s essential to ensure that the processes take security into account. Without it, sensitive data could be at risk of destruction or misuse. Secure document management makes this process more efficient for all involved and helps to minimize the risk of loss or misuse of crucial information.
A secure system encrypts files in transit and at rest. This makes it impossible for cybercriminals even having access to the storage medium containing the file, to gain access. It also requires users to sign in before they can access the files which reduces the number of people who have access to these files and thus the risk of theft or exploitation. Additionally cloud document management systems can be set up to automatically backup files and create duplicate copies of the file, making it much easier to recover from the type of catastrophic local issues that can affect physical storage devices.
In addition, many of the professionals who develop document management software are able to design their solutions with features that make it easier for businesses to adhere to regulations like HIPPA and Sarbanes-Oxley which require high levels of security. This can aid businesses in keeping up with regulatory agencies and, in the case of medical practices or financial services firms, provide assurance to clients that their data is safe.
When evaluating the different document management solutions available, make sure to look for these features. Also, ask the service providers about the security features of the various solutions. And if you choose a solution that uses a third-party data center in order to store backup copies Be sure to inquire about data sovereignty and how these redundancies are designed to protect your documents from a disaster in the event of an attack or natural catastrophe.