How to Implement Safe Document Management

Safe document management is a vital aspect of any company. Security of documents is vital to keeping your team, customers and partners secure, whether you’re an MSP who interacts with clients regularly or manages your organization’s documents. Data breaches are expensive and cause compliance issues and damage your brand reputation. Implementing secure document protocols and workflows can help reduce these risks and help you keep an edge over competitors.

One of the most effective ways to protect digital documents is to encode them. This converts the file into unreadable cipher text, making it impossible for anyone with the certificate or password to access the contents. The encryption also stops documents from being altered during storage or transmission. This safeguards sensitive information. The encryption of files also facilitates better tracking and accountability, as audit trails document who accessed the document.

Another way to safeguard your digital documents is to make use of a redaction tool which can eliminate both visible and hidden sensitive information from PDFs. This includes texts, patterns pictures, identifying information, and other metadata. In addition, PDFs are equipped with security features which make it easy to specify (and not) who can edit the document.

It’s important to keep it in mind that human error is often the cause of data breaches. Regular training on your document management tools and the creation of clear policies can improve the compliance of employees with security protocols decrease the risk of data leaks, and assist you adhere to data protection regulations.