Secure Document Management – Essential Steps in a Secure Document Management Strategy
Documents are a crucial instrument for businesses operating in a variety of different industries. Documents help employees work efficiently, improve relations with clients and customers and boost business growth and much more. However, these documents could also be risky for your company when they are not secured appropriately. Cybercriminals are well-known for targeting paper and digital documents for the valuable information they contain such as medical or financial data, customer lists, sales-strategy reports and much more.
Secure document management is a critical process that can help protect your business from these risks and also ensure compliance with regulatory agencies. When choosing a document-management solution make sure you choose one that has built-in security features such as document encryption, digital right management and watermarking. This will allow you to limit access to confidential documents.
Limiting the amount of documents and data that you keep on shared devices is an crucial step to secure document-management strategy. Consider investing in a solution which can automatically move your files to a secure location after you upload them. This reduces the chance that hackers may gain access to your files when you are using shared devices.
To ensure that hackers are kept out, regular employee and user training should be offered on the importance and advantages of document and data governance. A good DMS can provide portals for sharing documents with clients for document transfers that can substitute the need for transferring files via email and reduce the chance of sensitive documents being included in private emails that are not intended for them.