Document security is a key concern for businesses using digital documents. To achieve outstanding delivery, many businesses need consistent documentation; nevertheless, sharing, moving, and altering documents can expose businesses to new security vulnerabilities.
Organizations may entrust you as a managed services provider (MSP) to regularly handle their confidential papers. It is your responsibility to maintain these records so that your clients aren’t put in danger of expensive data breaches. Data breaches can result in compliance problems, harm to a brand’s reputation, and strained customer relations, in addition to immediate cash losses. It’s crucial to put best practices for document security into action whether you utilize a cloud-based or hybrid solution.
What are some best practices to follow?
Check out the following list of cloud document management best practices:
Monitor access permissions.
Strict regulations and procedures governing user access to sensitive information must be in place since numerous employees examine, exchange, and edit documents throughout the day. Make sure you keep an eye on who has access to what and that you have the most recent systems in place for user authentication.
Regularly back up documents.
Select a third-party supplier that not only frequently backups data but also does checks to make sure the backups of the documents you want are current. By doing this, you can identify any gaps before it’s too late if storage capacity issues or policy revisions prohibit you from backing up what you require.
Regulate mobile networks.
No matter the size of your business, controlling access via mobile devices is essential. Your workers can decide to access private data on a tablet or a phone out of convenience without being aware that mobile networks contain security flaws that are easier for hackers to take advantage of. Treat your mobile network with the same extensive security measures as any other network. Don’t forget to use authentication techniques like device registration and data encryption.
Manage remote work situations.
Employees who work remotely are more likely to try to access private information using unprotected wireless networks or mobile networks. To help keep your data secure, establish guidelines for using external networks to access organizational documents, encrypt any data transfers, and instruct your staff on what to do if they believe their accounts have been compromised.
Converting to digital
While keeping important documents in a file has various hazards, keeping them on physical media may appear safe against hackers. Sensitive papers might be carelessly distributed around an office, left on printing trays, lost, or simply misplaced. You may add another degree of control and improve overall visibility by converting important papers to digital files.
Email use should be reduced.
Email continues to be a major internal and external communication tool for the majority of organizations. Using email for file sharing can provide a considerable security risk, especially when working with confidential information is almost impossible to avoid doing business nowadays. Relying only on email for document transfer leaves your company open to sophisticated phishing scams and breaches. Consider adopting a document management system as an option, which enables internal and external users to exchange papers with the appropriate recipients directly.
Perform security checks.
You must take all necessary precautions to maintain the security of your documents, which include sensitive information about your clients, staff, and company. Businesses frequently make the error of merely establishing security standards and then disregarding them.
The sorts of assaults that risk your business are always changing, much like security systems. Audit your policies and procedures regularly to stay on top of evolving security risks. Replace them with new procedures if they are no longer meeting your needs, and make sure to keep track of any changes.
Use a DMS.
A document management system (DMS) is a software program that enables secure access to digital documents. Digital document storage, management, and tracking are all made feasible by DMS systems. This makes it simple for employees to gather, exchange, and modify documents inside a company.
By offering centralized storage, document access control, password management, process mapping, and other crucial features, document management solutions make it simple to follow security best practices.
Follow these seven best practices when it comes to managing your business’s document security. It is important for all stakeholders involved.