Secure Document Management

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As organizations try to find more efficient ways of storing and sharing files, it’s important to ensure that these processes consider security. Without it, sensitive information may fall prey to unauthorized use or destruction. Secure document management makes this process much easier for everyone involved and assists to minimize the risk of theft or misuse of important information.

Secure systems encrypt files in transit and at rest. This makes it difficult for cybercriminals even the ones who have access to the storage medium that holds the file to gain access to them. It also requires users to authenticate before they are able to access files. This reduces the pool of individuals who have access to the files as well as the risk of data theft. Cloud document management systems are able to backup files automatically and create copies of the files. This makes it easier to recover in the event of a catastrophic local failure.

In addition, many of the professionals who develop document management software are able to create solutions with features that make it simple for businesses to adhere to regulations such as HIPPA and Sarbanes-Oxley which require high levels of security. This can aid businesses in keeping up with regulatory agencies and in the case of financial or medical practices companies, ensure clients that their information is secure.

When evaluating the various document management software options available, make sure to look for these features. Also, inquire with suppliers about the security features of each solution. If you decide to use a solution that uses an external data center to keep backup copies of your documents make sure you inquire about data sovereignty and how these redundancies were designed to protect your documents from a disaster in the event of a natural or a terrorist catastrophe.

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