In every company, documents serve a vital role. Taking care of them and keeping them secure has become more difficult in the last few years, however. More and more criminals have discovered how valuable stolen data can be, and taking documents from any company can serve them financially. That's why today's businesses have to increase their focus on the role of document management to the security of their documents.
Staying in Control of Documents
The way that documents are handled internally can dictate just how safe they are. That's why the company has to stay in control of the documents, who sees them and where they are allowed to be stored. Digital document management is a way to take out the risk of hard copies being stolen. It keeps these forms in digital form, and that will make them easier to secure. They can be made accessible only by specific personnel with a password instead of being kept in a filing cabinet where they can be stolen and taken off-site.
Encrypting the Files
One of the best ways to prevent data from being stolen from your company is to keep it encrypted. The documents that are scanned into digital form, or that have always existed in this form, can be encrypted so that they are unusable to anyone who seeks to intercept the data stream. This encryption can render them into gibberish should a hacker get into the system and try to access anything. The documents also remain encrypted when they are streamed to a specific computer or to a printer.
With digital document management, the security of each of them is enhanced by a system that allows for the use of documents to be logged and tallied. It's easy with this system to see who is accessing documents and what is being done with them. This also discourages employees from being lax with security and accessing items they have no need to use or sending them to outside parties. It leaves management in control of who has access to each piece of data.
If you're ready for better security for your company's data, contact us today to find out how to get started with a better, more secure system of document management.