Protect Your Documents With Digital Document Management Systems
Whatever the format, whether physical or digital documents contain sensitive information that must be kept safe. While there’s always the risk for human error, companies can minimize the risk by automating their document workflows, and working with technology companies that adhere to industry and regulatory standards.
Document security is a set of procedures and standards set up to protect the creation of documents, their filing, distribution storage, backup and even proper destruction of documents within an company. It also incorporates features such as encryption and access controls that deter hackers malware and viruses from stealing files or breaching the security of their contents. In the end, it helps businesses avoid costly legal fees and recoup any revenue or reputation loss due to leaks of information and breaches.
Digital document management systems offer a range of features to ensure the security of your files and business processes. Password protection is a straightforward method to limit the number of people who can access your documents and the control they have over them. You can set up an owner password and then add controls to restrict printing, copying or editing. Some DMS platforms allow users to attach sensitivity labels to documents to limit the amount of times a file has been opened and by whom.
Watermarking is another interesting aspect of document security. It imprints a graphical mark which is undetectable on a document in order to prevent unauthorized copying or distribution. This is especially useful in preventing fraud with documents or identifying unauthorised dissemination. With most of the world’s work being conducted online, establishing and enforcing robust document security protocols is more important than ever.
