Document Security – How to Protect Your Documents

Security of documents is a concern faced by every business regardless of whether they are storing physical documents or files on a computer. If documents are lost or fall into improper hands, it can cause client confidence to erode and even put existing deals at risk. This is the reason it’s essential for companies to have solid procedures in place to protect both offline and online documentation.

The most efficient document management software solutions will have a range of features that aid in document security. Many of these will comprise password protection, encryption and VPNs. Additionally, these tools will allow you restrict access to specific ports, like USB and flash drives. This will help to safeguard your private documents from being stolen. It will also stop employees from accidentally leakage of data by connecting their personal devices.

Another excellent method to safeguard your documents is to use an automated document tracking system. This will allow you to identify who has accessed and read a document, and can monitor their locations and IP addresses. It will also notify you when they attempt to download or print a file from an unfamiliar location.

This is especially helpful for remote teams who often work across a variety of different platforms. It is easy for them to send the wrong email attachment or even leave the document on a laptop which allows sensitive information to be accessible to anyone. Document tracking systems ensure that only those who have the need to access or edit documents are able access the document. Unwanted attempts will be spotted.

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