How to Protect Confidential Information Using Document Management

How to Protect Confidential Information Using Document Management

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.

Delivering Documents

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.

Disaster management

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.

Having Back-ups

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.

Security Training

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.

Published by Valentine Belonwu

My name is Valentine, founder of this site, an entrepreneur working as a moderator at Bizsugar a small business community news site. Connect with me on Google+ at Valetine Belonwu


  1. Viagra cheap fast delivery · June 11, 2020

    Thanks so much for the post.Really thank you! Great.

  2. g rsacwgxy · June 23, 2020

    It’s a shame you don’t have a donate button! I’d certainly donate to this excellent blog!
    I guess for now i’ll settle for bookmarking and adding your RSS feed to my Google account.
    I look forward to new updates and will share this site with my Facebook group.
    Chat soon!

  3. · June 24, 2020

    Cbd oil that works 2020
    I have been surfing online more than 2 hours today, yet I
    never found any interesting article like yours. It’s pretty
    worth enough for me. In my opinion, if all web owners
    and bloggers made good content as you did, the internet will be a
    lot more useful than ever before. best cbd oil for
    pain cbd oil that works

  4. Cheap cialis · June 25, 2020

    Thanks so much for the post.Really thank you! Keep cialis

  5. Aimee Falleni · July 5, 2020

    The self education industry is a $355 Million per day industry and is expected to TRIPLE in the next 5 years! And with the right strategy this could be your opportunity to:

    Get in early before it is oversaturated.
    Help others go faster while you get paid
    Fix a broken system
    Make an impact on the world
    Get paid for a skill, hobby, passion or expertise you already have (or get paid from someone else’s)

    And Tony Robbins, Russell Brunson and Dean Graziosi are finally going to show YOU how to take advantage of it…

    (Now if you don’t already know who these 3 guys are then you’ll want to listen up!! They’ve impacted millions of lives and have generated billions of dollars)

    Look, if you’ve ever thought about (or even if you never thought about) getting paid for something you know (like a passion or a skill)… or even getting paid from what others know, then you have to attend.

    This is one of the fastest growing industries online and in all areas of the world.

    And for the first time ever they’re doing a webclass training on how to extract your wisdom (or somebody else’s) and get other people to pay you for it!

    You can save your spot here (and when you do register, you’re immediately going to get a brand new, never before seen training from Tony and Dean. No one else will ever get a chance to see this rare training except for us).

    After hearing what they’re teaching, I truly believe this is the #1 way to make a massive income, make a massive impact on the world and leave a legacy!

    And here’s just a fraction of what you’ll learn this week:

    The mostly hidden $129 Billion dollar market and how you can make a massive impact and leave a legacy by profiting from it.

    The KBB Triangle: The 3 ways to profit (whether you’re an expert with a thriving business, just getting started, or even if you’re at complete rock bottom)

    The framework to profit from what you (or someone else) already knows – or by creating community and bringing people together.

    Plus you’ll even be able to ask them questions when they do Q&A at the end of the training. (Chat is limited so show up early).

    There’s no other time where you’re going to have this opportunity. So BE THERE! Because if you’re not going to make a shift in your life now, then when? And if not with these guys, then let me ask with who?

    This is your rare chance to learn from 3 people who started from nothing and went on to generate billions of dollars and build massive companies.

    Spots are filling up faster than they ever have, so you need to hurry and go here to save your spot

    Register now and I’ll see you there this week – Plus they did a few brand new “pre-event” trainings that only those who register get access to.

    Talk soon

  6. Rod Oyston · July 7, 2020

    I just want to tell you that I am just new to weblog and seriously liked you’re web blog. Very likely I’m want to bookmark your blog . You certainly have exceptional well written articles. Kudos for sharing with us your web site.

  7. buy generic viagra from india · July 8, 2020

    Hey there! I simply want to give a huge thumbs up for the fantastic information you have here on this article. I will certainly be coming back to your blog site for more soon.

  8. cbd for sale · July 8, 2020

    I must admit that your post is really interesting. I have spent a lot of my spare time reading your content. Thank you a lot!

  9. cbd hemp oil · July 9, 2020

    Cheap Gucci Handbags Is usually blogengine much better than wp for reasons unknown? Should be which is turning out to be popluar today.

  10. buy mexican viagra online · July 9, 2020

    Youre so trendy! I don’t expect Ive check out anything like this before. So great to locate somebody with some initial thoughts on this subject. realy thank you for starting this up. this internet site is something that is required on the web, somebody with a little originality. useful task for bringing something new to the web!

  11. cheapest place to buy viagra online · July 9, 2020

    Oh my benefits! a fantastic post man. Thank you However I am experiencing problem with ur rss. Don?t recognize why Incapable to sign up for it. Exists anybody obtaining identical rss trouble? Anyone that recognizes kindly respond. Thnkx

  12. security screens doors · July 10, 2020

    Hi there! I just wanted to ask if you ever have any issues with hackers? My last blog (wordpress) was hacked and I ended up losing many months of hard work due to no backup. Do you have any solutions to prevent hackers?

  13. custom security screen doors · July 10, 2020

    Hi, i read your blog from time to time and i own a similar one and i was just wondering if you get a lot of spam feedback? If so how do you prevent it, any plugin or anything you can advise? I get so much lately it’s driving me mad so any help is very much appreciated.

  14. double security screen doors · July 10, 2020

    Hi there! This post could not be written any better! Reading this post reminds me of my previous room mate! He always kept chatting about this. I will forward this write-up to him. Pretty sure he will have a good read. Thanks for sharing!

  15. Tractor Workshop Manuals · July 10, 2020

    Im no professional, but I imagine you just crafted an excellent point. You naturally understand what youre speaking about, and I can truly get behind that. Thanks for staying so upfront and so honest.

  16. John Deere Service Manuals · July 10, 2020

    I just wanted to tell you how much my partner and i appreciate anything you’ve discussed to help improve the lives of men and women in this subject matter. Through your current articles, I have gone through just a newcomer to a professional in the area. It’s truly a gratitude to your good work. Thanks Nobel Calling Cards

Leave A Reply