No organization wants to be in the news headline for negative issues like data breaches, as it’s going to create a negative reputation of the company as well as they have to deal with the court cases. This massacre can damage the confidence of all the employees in a company to work and run a business.
Confidential files are more sensitive things of a company; a survey conducted by AIIM has stated that almost 60% large organization has agreed the chances of risk factor is high if the confidential files go in the wrong hand, where 13% has mentioned it would be a disaster for them if any confidential files got leaked.
So it’s not hard to guess that data security is a major concern, and when it comes to confidential data, the security should be tighter.
Not only going in the wrong hands, often many incidents cited that many relevant documents have been found in the waste bin or public dump, but some of the papers were also already gone into the paper shredder.
By installing a document management system at the workplaces, these horrible situations can easily be avoided.
This article is all about the procedures to protect confidential information using the document management system.
Generally software provider offers great privacy control along with document management software, but still, there’s something that you have to maintain to have the proper security for handling your confidential documents.
Controlling the Documents Distribution
You can’t control, who can access the drawers or cabinets for the paper documents, because anyone can enter a room and can take any file. However, there is hope; you can surely control the access when you are working with document management software such as filecenter DMS. You can limit access to the authorized user who can only see the confidential documents.
Using DMS, you can be able to see who has access to which folders and file and you can customize it accordingly, however, if you are still worried, then consider adopting a digital management technology to monitor if only the authorized persons are using the file or not.
Regularly monitoring the access can be a key to the safe-keeping of the data.
Secure the Access by Password Protection
Take control of all the critical files by securing them with passwords. Make sure to do that for every confidential file. The password protection can even be done at folder level if needed.
The passwords needed to be changed regularly as a preventive measure. Maintain the passwords are not easily guessable; a strong password contains a combination of capital and small letters along with at least one number and one special character. This article on How to Geek will give you ideas about how password save your documents from threats.
No misplaced/lost Documents
If anyone is working with a paper document, chances are it can be lost or misplaced. Even we have heard much news of sensitive papers founded in the dump yard. It is even possible that any small storage unit like USB can get misplaced or stolen. Worry no more because this is not possible in case of DMS, because if you are totally getting rid of paper documents and only relying on digitized documents, then there’s nothing to worry about misplacing or losing documents.
Using DMS, one can find files by just using a keyword or phrase or even documents can be retrieved by plain text search.
No matter how much you choose a dedicated and trusted courier service, it can be misplaced or totally can get lost. Just imagine what will happen if any confidential file gets misplaced by the casual behavior of the courier service, they won’t be even aware if it is a sensitive document or not.
You don’t need to worry about digitized documents because while sending an e-mail, the sensitive documents can be attached along with the e-mail. Otherwise, you can also use any file sharing techniques to do the same. However, make sure that you encrypt the documents before sharing, and obviously ensure that you are dealing with a trustworthy service provider.
Government Regulations Compliance
It can be possible that you are being audited for any reason, to make all your paperwork ready you can blindly rely on Document management software because it can retrieve any files in a fraction of seconds because of its sorting quality. For such industries who are always needed to updated with the government regulations, DMS can integrate e-Directory to comply with the regulations.
Any natural calamities like flood or earthquake can happen, or even accidents like fire can make total damage of your paper documents. Whereas maintaining a central document management system can prevent the risk of completely damaging the documents. The digitized documents can easily be retrieved from the DMS, doesn’t matter if the documents are stored in on-premise/self-hosted DMS or the cloud.
Creating back-ups of all the files can be done by using DMS easily and quickly. If there are any rare documents which you can’t lose at any chance or you can’t risk any modification in it, then you can have a digital copy of the same file and can continue working in the duplicate file.
It doesn’t have any connection with the DMS; however, it is necessary because mostly the wrong handling of files is done by employees only. It doesn’t mean that they always do it intentionally, sometimes the disaster can happen because of their casual nature towards the safety of the private documents. That’s why a proper training session is needed to make them aware of the data confidentiality and of course, about the safe-keeping of files and folders.
It is essential to know your employees. before hiring any employee do have a background check on them, and try to collect all legal information about them.
Data security is a significant factor in every sector; using the DMS, you can have the assurance of the same. However, sometimes, DMS also fails while protecting data completely. If it is an on-premise DMS, the chances are misplacing data is less in comparison with cloud-based DMS. Still, it’s advisable to use a hybrid environment so that the confidential data can be appropriately kept in private, whereas the regularly used files can be stored in public cloud environment, so anybody can easily retrieve the files for work purpose.
You can not totally ignore DMS, because digitized documents are the future and if you are not doing it then it means that you are taking a step back to grow your business and definitely you are not helping the environment by completely reducing uses of paper.
The procedures, as mentioned above, are best-practice guidelines for securing confidential documents, take the privacy control seriously, and implement these tips immediately to save some headache.