Documents are a crucial instrument for businesses across many industries. They allow employees to perform their jobs more efficiently, enhance customer and client relationships, nurture business growth and much more. However, these documents can be a threat to your organization if they are not secured appropriately. Cybercriminals are well-known for targeting the paper and digital documents for the valuable information they hold such as medical or financial data customers lists, sales-strategy reports, and more.
Secure document management will protect your business from these threats, and help you comply with regulatory agencies. When selecting a document management solution opt for one with built-in security features such as encryption of documents, digital rights management, and watermarking. This will help to restrict access to confidential documents.
Another essential step in the secure document management process is to limit the amount of data and documents that you store on shared devices. For instance, if use a scanner and print on multiple printers or computers think about buying a device that will automatically transfer files to secure storage when they are uploaded. This can help reduce the possibility of hackers gaining access to your documents using those shared devices.
To prevent hackers from gaining access to your data to prevent hackers from gaining access, regular user and employee training should be offered on the importance and benefits of document and data governance. Also, a good DMS can provide portals for sharing documents with clients for document transfers which can substitute the need for transferring documents via email, and decrease the possibility of sensitive files being sent in private emails that are not meant for them.
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