Secure Document Management
Secure Document Management
It is simple to protect documents throughout the process, using the right digital tools and systems. A document workflow that includes an integrated document management system (DMS) from form submission to execution reduces time, increases precision, and ensures safety from beginning to end.
Choose a DMS that can scan documents and convert them to PDF files that have built-in security features like encryption or authentication, as well as editing restrictions. It should be able, for instance, to create a full audit track for each file, and record who edited it at the time of. This will prevent important data from being erased or lost and will always keep the most current version available.
Email is widely used by companies for both internal and external communication however, using it to transfer files can present significant security risks. A DMS must permit businesses to securely share documents via a client portal with clients. It should also be able to connect with identity providers in order to make authentication for users easier.
Choose a cloud DMS that is regularly backed up, securing against corruption and loss in the event of the occurrence of a data breach or technology failure. It must also be able to restore backups quickly. For added peace of mind seek out solutions that provide a minimum of two levels of redundancy including one located in a remote location to protect against natural catastrophes.