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Secure Document Management

As companies try to find more efficient methods of storing and sharing files, it’s important to ensure that these processes consider security. It is essential to ensure that sensitive data is secured from unauthorized access or destruction. Secure document management eases this process for all involved and reduces the possibility of data being misplaced or stolen.

Secure systems secure documents in transit and at rest, making it difficult for cybercriminals to gain access to the files even if they gain access to the storage media containing the files. It also requires users’ authentication before they can access files and reduces the number of users who have access to these files and thus the likelihood of theft or exploiting. Additionally cloud document management systems can be set up to automatically backup files and create a second copy of the file, making it easier to recover from the type of catastrophic local errors that can cause physical storage devices to fail.

Finally, many professionals who develop document management software can create solutions with features that make it easy for businesses to meet rules like HIPPA and Sarbanes-Oxley which require high levels of security. This can help businesses to stay in line with regulatory agencies and, in the case of financial services or medical practices companies, ensure customers that their personal information is secure.

When evaluating different document management solutions available, make sure to look for these features. Also, inquire with providers about the security capabilities of the solutions they offer. And if you choose the option that utilizes an external data center to keep backup copies of your documents be sure to inquire about data sovereignty and how these redundancies are designed to protect your files from disasters in case of a natural or a terrorist disaster.

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