Security should be a high priority when implementing a document management system. This includes electronic signatures, as well as being easy to track and use. To avoid compromising the security of your files, you should ensure that your software uses encryption technology. The following are 7 best practices for document management security. These security measures will help you protect your business documents from unauthorized use. While they may not sound like a big deal to you, they are essential to the security of your entire document management system.
Document management system should be easy to use
While selecting a document management system, you should consider its user-friendliness, security and disaster recovery features. The data security features should be high on the list, because a breach in data security can spell disaster for your business. Also, look for disaster recovery plans that are flexible, as a data breach can destroy your business. In addition, you should look for ease-of-use and minimal downtime. Likewise, you should be able to navigate your files and view important documents easily and quickly.
To make your life easier, it should be easy to create and maintain secure links to important documents. Most of these systems also provide expiration dates and password protection, which is great if you have important, sensitive information. In addition, you should look for a document management system that has a well-organized interface, with clear and easy-to-understand training instructions. However, you shouldn’t worry about implementing security measures if you’re already savvy with document management systems.
It should include electronic signatures
In the world of automated document processes, many B2B companies include e-signature capabilities. These capabilities allow you to electronically sign sales deals, partnership agreements, and other important documents. You can also have a group of people sign a document during a meeting. Because your enterprise applications generate customized documents every day, you may want to use different e-signature platforms for each one. An API-enabled business world allows you to connect electronic signature capabilities to all of your enterprise applications.
Online information systems are essential for improving efficiency and reducing costs, but they typically add an additional layer of security. You need additional defensive measures for your document management solution. This will ensure that your corporate data is protected from fraud. Digital signatures are a great place to start. You can find more information about how e-signature technology can improve your document management efficiency by visiting an e-signature guide. If you’re wondering what electronic signatures are, read on.
It should be secure for sensitive files
While every organization needs to implement security measures to keep its information safe, nonprofits have special concerns. Their files may contain sensitive information, such as customer lists, social security numbers, and financial data. These types of files are a prime target for cyberattacks and raise the stakes if information is lost accidentally. Secure document storage is crucial to the smooth running of business operations. Here are some ways to keep your files safe and secure.
Security must start with the people accessing documents. Employees should be trained in the best practices for document protection. The security owner should be the CIO or IT manager. Other security owners should be team members responsible for monitoring and maintaining security measures. In addition to the IT manager, the security owner should also be an employee who is a part of the document management process. Only then can these employees be trusted with sensitive files.
It should be easy to track
Security of documents is a top priority for companies today. Since many businesses rely on documentation on a daily basis, sharing these documents can introduce new security risks. Managed service providers may be trusted with managing these documents for companies. To ensure security, these providers must implement appropriate measures to prevent data breaches. Such incidents can damage a company’s reputation, cause compliance issues, and even negatively impact customer relationships. In short, document security should be easy to track and easily audited.
Encryption is a vital part of a document management system. Encryption keeps sensitive data secure when moved from one system to another. The same is true for data exchanged between PCs, tablets, and mobile devices. Generally, document management systems use 256-bit encryption, which is military-grade. Military-grade encryption is the standard for U.S. government classified documents. Most business systems employ this type of encryption.