Every business has to deal with the issue of security for documents regardless of whether they have physical documents or digital ones. Documents that fall into the wrong hands can damage confidence in the client and could put deals at risk. It’s vital that companies have a solid system to safeguard both offline and online documentation.
The best document management solutions will have a range of features that help secure documents. They will include encryption, password protection, and VPNs. In addition these tools will be able to restrict access to certain ports like USB and flash drives. This will protect your personal documents and stop them from being taken. It can also prevent employees from accidentally leak information by connecting personal devices.
A document tracking system is another great way to secure your documents. This will let you identify who has accessed and read documents, and monitor their locations and IP addresses. It will also notify you if someone attempts to print or download files from a remote location.
This is particularly useful for remote teams that operate on a variety platforms. It’s easy for them to open a document on a laptop or send the wrong email attachment, and then make their private information accessible to anyone who needs it. Document tracking systems will ensure that only those who are required to edit or view documents are able to do this and that attempts to do so are flagged.
