How to Implement Safe Document Management
17 April 2024 - 00:00 WIB
Safe document management is a crucial aspect of any company. It doesn’t matter if you’re an MSP working with clients on a regular basis or just managing your organization’s internal documents Security of documents is vital to keeping your employees as well as your customers and partners safe. Data breaches can be costly, create issues with compliance, and can damage your reputation as a brand. Implementing secure document workflows can help reduce these risks and help maintain your competitive edge.
One of the best ways to protect digital documents is to encrypt them. This transforms the file into an unreadable encrypted text, making it impossible to access its content without a certificate or password. The encryption also stops documents from being altered during ensuring safe document disposal storage or transmission. This safeguards sensitive information. The encryption of files also facilitates better tracking and accountability as audit trails record who and when they accessed the document.
Another method to safeguard your digital documents is to make use of a redaction tool which can erase both visible and hidden sensitive information from PDFs. This includes patterns, text as well as identifying images and other metadata. Additionally, PDFs include security features which make it easy to specify (and not) who can edit the document.
Human error is often at the root of data breaches. Regular training and clear policies on document management tools can help to improve compliance of employees, lower the risk for data leaks and help comply with the data protection regulations.
