Document security is an issue for companies that process, transmit and transfer sensitive data. Modern organizations are responsible for a huge amount of personal data including customer information, payment details, and medical records. Whether it’s paper or digital data, it’s very easy for this data to be stolen or compromised when care isn’t given.
It is crucial that teams are taught how to manage their documents efficiently. This includes implementing policies on document archiving, filing sharing, storage, and back ups. It is crucial to understand who has access to files and for how they are allowed to access them for. The labeling of permissions clearly ensures that team members aren’t accidentally divulging information, and ensures that the right people have the correct level of access to confidential or sensitive documents.
Utilizing tools that have robust security features, like encryption and tracking capabilities, you can reduce the chance of losing documents or unauthorised access while in transit. Monitoring and installing regular security updates can also help prevent cybercriminals from exploiting vulnerabilities in systems or software that store or transfer documents.
When you transfer and edit documents, it is a good idea to use a tool that includes an encrypted file transfer protocol (SFTP) with SSL/TLS encryption. This will stop unauthorized users from accessing documents, and it adds additional layers of security in the event of human error or hacking. A solid password policy will reduce the risk if you utilize a cloud-based collaboration platform. Encourage your staff to create complex, strong passwords and use the password vault to store the passwords safely.