Documents are a vital tool for companies in many different industries. They enable employees to be more efficient, improve customer and client relationships, nurture business growth and many more. However, these documents can be an issue for your business when they’re not secured appropriately. Cybercriminals are well-known for targeting papers and digital documents to steal the valuable information that they contain whether it’s financial or medical data, customer lists, sales-strategy reports and much more.
Secure document management is a critical process that can help protect your company from the risks involved and ensure compliance with regulatory agencies. When you are looking for a document management system choose one with built-in security features that include encryption of documents, digital rights management and watermarking to help limit access to sensitive documents.
Another important aspect of an effective document management strategy is to limit the amount of documents and data that you store on shared devices. For instance, if you utilize a scanner and print on multiple printers or computers you should consider investing in a system that can automatically transfer files a secure storage location when they are uploaded. This will help mitigate the risk of hackers gaining access to your documents when using these shared devices.
Regular employee and user training on the importance of data as well as document governance policies must be provided as well to help keep hackers out. Also, a good DMS will provide client-sharing portals for document transfers that can substitute the need for transferring documents via email, and decrease the possibility of sensitive files being included in private emails that aren’t meant for them.
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