Document security has long been a concern of organizations. Regardless of format or whether analog or digital, business records, sensitive data and proprietary information have needed to be secured in order to protect the interests of the business. As the need for such security has expanded with the introduction of the digital age, more sophisticated document security management systems have been developed, boasting more complex methods of securely storing and retaining myriad business documents.
External Threats
In the digital age, the rise of hackers, viruses, phishing and other potential data security threats have created the need for more secure IT systems and related safeguards. The intellectual assets of an organization are vital to the health of the business, and thus there is an impetus to improve and refine document security management processes.
One of the biggest myths surrounding document security is that upgrading to an electronic or cloud-based document management system leaves systems susceptible to breaches. While there are data security issues in the digital sphere, there are also a number of security improvements that are the result of technology. Furthermore, failure to upgrade systems means a business will be stuck using archaic data management methods unsuitable for a digitally-driven business environment. There needs to be a balance between security and productivity, which is where document management systems excel (more on this below).
Internal Threats
Almost all of the concerns about document security are targeted to the external threats faced by organizations. However, equally important are internal breaches to company document security. This can take many forms, from intentional breaches of security to, more commonly, unwitting breaches to company confidentiality on the part of employees. Often, there is a lack of understanding due to the absence of (or failure to enforce) a confidentiality policy. Ensuring that a clear company confidentiality policy is outlined and included in contracts is one aspect of a stronger document security management process. However, it is not a comprehensive solution.
Using Document Management Systems (DMS) to Ensure Document Security
A DMS helps to mitigate document security issues arising both externally and internally. The right system provides an end-to-end solution that includes file conversion and ongoing management capabilities that place corporate security at the forefront. Security measures in these systems include:
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Federally certified, secure facilities for document conversion
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Top of the line anti-virus protection, 24/7 monitoring and firewall protection
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No remote access to servers
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Access and permissions restriction capabilities to control who accesses what
By adopting the right Document Management System, you can ensure document security while also increasing productivity within your organization. A centralized system allows you to provide access to those who need it to complete tasks, and limit access to those who do not; it also helps bolster security with top notch safeguards to help ensure that your organization’s data remains safe and secure.
