Document security is a major concern because of the confidential nature of the majority of documents handled by businesses. Data that falls into the wrong hands could damage the bottom line of a business and reputation. It could also result in penalties and other legal action.
Document security involves setting and enforcing guidelines on what information is safe to share, who can view it, and how it can be secured. It requires training for all employees and the use of secure hardware to restrict access to sensitive information, and it’s crucial that everyone knows how to follow these protocols.
No matter if information is stored on paper or in digital formats, there are a range of security threats to consider for human error (e.g. A worker might lose documents, or hacking may occur. It is also possible for data to be compromised during the transfer of data between devices, therefore it’s essential that hardware and software is regularly updated.
Login protection and passwords are essential to protect digital files, as are features like redaction (removing specific information) and tracking opens, which can deter the sharing of documents that are not authorized by making it harder for users to hide the number of times a document has been opened. These measures can be significantly enhanced when they are combined with other security protocols for documents.
Imagine, for instance you have a contract or bid which expires after a certain date. You want to ensure it isn’t accessible after the deadline has passed. This can be accomplished by using expiry of documents or revocation of access, as well as self-destruct options.
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