For companies working with a digital document, ensuring security is paramount. A lot of businesses get regular documentation that ensures accurate delivery. However, sharing documents, transferring, and editing them exposes a document to multiple security risks. That’s why it is crucial to implement security measures while dealing with digital documents. And here’s why a digital document management system comes in. This blog will share the key strategies to ensure digital document security.
How to Make a Digital Document Management System More Secure?
Most business organizations review and share documents daily. Therefore, threats to organizational security can even come from regular employee practices. To enhance document security, organizations can do the following:
1. Monitor Access Permissions of Documents
Multiple employees view, share and edit documents throughout the day, and it is essential to have strict policies to regulate user access to sensitive information. Make sure that you monitor who has got access to what documents. Also, you must have updated mechanisms to authenticate every individual.
2. Backing up Documents Daily
One of the primary advantages of the digital document management system is they help companies to protect valuable information from possible system crashes, natural disasters and data breaches. However, many businesses assume that the data is already backed up. Unfortunately, that’s not always the case.
There could be instances where the data was not backed up due to internet connectivity issues. Therefore, it is essential to double-check to make sure the document data is properly backed up. In this way, if there are any problems with storage space or policy updates stopping to backup of the data, you will be aware of these gaps before it’s too late.
3. Regulating the Mobile Networks
Irrespective of the size of your company, you can regulate access from mobile devices. For convenience, the employees would want to choose sensitive information from a mobile phone or a tablet without realizing that the mobile networks have vulnerabilities that hackers can easily exploit. While sharing access to mobile devices, authentication protocols like device registration and encryption must be used.
4. Managing Remote Work Conditions
At present, employees are embracing the option to work remotely. The main reason is remote work offers convenience and flexibility. However, it can also expose an organization to attacks if it’s not ready. Furthermore, while working remotely, many employees might try to access sensitive information/documents from unsecured mobile networks or wireless networks. Therefore, to ensure the organization’s data remains safe, you must encrypt the data transfer and educate the employees on what to do in case of any suspicion and what to do if they think any account has been compromised.
5. Converting Paper to Digital
Despite a growing number of companies shifting from physical to digital documentation, many businesses still rely on legacy systems. There are risks associated with leaving sensitive papers in a file. These risks include sensitive documents getting lost or misplaced. When you convert sensitive documents to digital files through a digital document management system, you add control and enhance the overall visibility into who is accessing what.
With the growth of your organization, the tools and devices also grow. However, managing the access permissions and password credentials for various users through multiple platforms can be complex. Therefore, a digital document management system can reduce the risk of a data breach. Also, it can help manage passwords and make retrieving them easy. Therefore, if you are still not using a digital document management systemin your organization, it is high time to get one.