In today’s world, security is a paramount concern for all businesses. The occurrence of cyber crimes is now commonplace – and this type of crime has the ability to delete or destroy your data in a blink of an eye. While companies may look to document management systems for their promises of increased efficiency, these systems can also offer important security for your business data.
Print Securely
The act of printing presents an opportunity for both physical and cyber theft of data. A digital document management system can help you gain control of your print environment, providing several layers of security. These can include:
- Data encryption for all print jobs sent over the network.
- Secure Print which allows documents to be released only to authorized users.
- Print auditing to track printer use, making it easier to pinpoint any fraudulent activity.
File Management Security
As documents float around the office or languish in storage, they are ripe for accidental or purposeful destruction or theft. By switching to a digital file management system, you can take greater control of all your documents, increasing their security. By requiring authentication, sensitive data can only be accessed by those you have pre-approved. Tracking changes and saving all versions can help reduce accidental data loss, and make recovery from a loss a lot easier. Cloud backup storage provides an additional layer of security.
Scanning Your Data
Paper documents can be lost, stolen or destroyed. Converting your documents to digital files with scanning allows you to store them more securely, both onsite and in an off-site or cloud storage location. Scanned documents can be automatically routed to minimize human error, and all files can be encrypted.
Your data has the potential for being lost, stolen, or damaged from a variety of factors. Whether protecting from external hackers, a natural disaster or human error, a managed document system can provide several layers of protection. From cloud backups to authenticating users, your data is protected during scanning, storage and printing. A digital document management system can play an important role in your security strategy.
