People all over the globe are living increasingly digital lives. Yet in many ways, they are still dependent upon paper. The business world is no exception to this. Companies around the world have first-hand experience of the difficulty securing and dealing with paper documents in a digital age. Whether this is due to current legislation, internal records policies, or lack thereof, many organisations still have on-site file storage rooms that they struggle to manage and protect.
But in today’s data-driven business environment, this is no longer acceptable. In simple terms, paper documents are always at risk. Even if they’re under lock and key, they can be easily seen by unauthorised individuals within a company or even a visitor who picks up a file by accident. Paper documents can be misplaced, damaged, or even accidentally thrown away - plus with the rise of hybrid workforces, they make collaboration more difficult. Forward-thinking businesses are using secure document storage solutions that take advantage of digital technology to ensure their data is stored and accessed in a secure way.
As businesses are under increasing pressure to resolve such issues, the solution lies in going digital. By implementing a Content Services solution such as Enterprise Content Management (ECM) – tools intended to automate manual processes and make efficient use of business content and data – companies are able to store documents digitally, enabling them to control access and protect their information with automated back-ups and the latest technology in data security. Here are 3 ways that you can improve the security of your document storage with a digital solution.
1. Digitise your paper documents
Misplacing or losing a document is no longer a valid excuse when an employee is unable to serve a customer or sign off on a deal. Clients expect businesses to safeguard their data and use secure document storage solutions to protect it. These days, the records management risks that come with housing your own paper documents are far too great.
It’s quite evident that a company file room is no fortress as most of them don’t even feature adequate security measures to restrict access to it. Paper files can still be taken out and never brought back, they can disappear, and they’re even prone to any kind of major damage caused by fire or flood. With all these potential hazards facing business on a daily basis, it’s time to digitise your file room and reduce your risk.
Implementing electronic data storage means that there is a significantly lower risk of documents falling into the wrong hands, and documents are also always readily available and fully restorable – all of which can be practically achieved by content management tools. Digital content management solutions feature the highest levels of technology, including end-to-end encryption that keeps data secure by preventing unauthorised parties from reading it, and automatic back-ups that ensure data will not get lost by storing it in a centralised location off-site (if you have an off-site back-up available) or in the cloud.
2. Authorised personnel only
A major concern for businesses revolves around how to prevent unauthorised individuals from accessing highly sensitive data. Paper documents can fall into the hands of just about anyone, and there’s simply no way to track who has seen or edited them. In other words, it’s time to bid farewell to old-fashioned filing cabinets and invest in more secure document storage solutions.
Businesses nowadays need tools to help them ensure data security and integrity, and this is where the latest digital solutions come in. Without digitising documents, it is impossible for companies to properly monitor exactly when and who is accessing and editing files. Access can now be strictly controlled and audited by using the tools included in Content Services solutions.
With such a tool, managers are given the ability to grant permissions or access rights to specific documents to individuals or groups inside the company, as well as outside if the external access feature has been activated. Moreover, rules can be established so only those on the appropriate management level can access certain data.
3. Track document access
Beyond simply protecting who is able to access information, Content Services solutions such as ECM enable businesses to track who accesses a document, what part they accessed, when it was accessed and how they accessed it. This provides far greater visibility and transparency, which is key as companies look to ensure confidentiality and integrity.
This feature is at its most valuable when it comes to audits or in the case of complaints. Changes can be tracked down and issues can be rapidly identified, avoiding a cloak of anonymity. Through the use of this aspect of document digitisation, firms can ensure that their most confidential information is secure, even after granting access rights. And by being able to analyse every time a document is accessed, firms can ensure that their security policy is working according to plan, and that staff have the correct permissions.
When it comes to protection of data, vigilance is everything. Tracking access is the ultimate way to be vigilant over all of an organisation’s documentation.
Content Services are not only useful in terms of efficiency and organisation within offices – they also play a major role in modern security strategies for businesses. Digital document management allows businesses to trace all actions and eliminates the risk of losing, damaging, or destroying a document. In the end, this is crucial not only for internal company information but also for protecting customer data.
Businesses are handling more documents and data than ever before, and many are struggling to keep up. The answer to this challenge lies in using modern technologies such as Content Services to drive business efficiency and growth. Download the ebook today to learn more.