Safe document management is vital to protecting confidential information as well as ensuring compliance with the regulations, and encouraging collaboration and productivity. It can prevent costly data breaches and helps businesses keep their competitive edge in a highly-competitive digital world.
The best way to secure documents is to use an application for managing documents that includes encryption and password security. The most reliable systems allow you to tailor the rights granted to users by setting up specific sharing, viewing, and editing rights at an individual document level — a feature that is important when dealing with highly sensitive documents. Certain solutions also allow you to limit the access to the document based on metadata (index data) of each document, giving you greater control over who has access to what.
Redundant storage and data backup are also important to ensure that your documents will be available in the event of an interruption in technology. Many cloud document management solutions offer this capability which lets you keep your documents in multiple layers of redundancy and an offsite location that is geo-distanced to protect against physical threats like fire or natural disasters.
It’s essential to make sure employees are aware of and adhere to your business’s document security policy. A culture of compliance can be created by establishing a policy that clearly defines the roles and responsibilities of employees and providing regular training and communications on the main points of the policy. It’s also important to review policies frequently to keep up with evolving threats, and to make sure that you don’t leave your vulnerabilities open to hackers and other unauthorized organizations.
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