Secure Document Management
It is simple to safeguard documents throughout the process using the appropriate digital tools and systems. From submission of forms to the finalization an efficient document workflow that incorporates a document management system (DMS) helps to reduce time, improves accuracy and guarantees security from start to finish.
Select a DMS that can scan documents and convert them into PDF files that come with security features such as encryption and authentication as well as editing restrictions. It will also be able create a complete audit trail for each file, keeping track of who has edited it and when. This will keep important information from getting deleted or altered as well as keeping the most recent version visible throughout the day.
Email is widely used by businesses for internal and external communications however, using it to transfer files can pose significant security risks. A DMS should enable businesses to securely share documents with clients via a user portal, and it should also be able to connect with identity providers in order to simplify user authentication and access control.
Choose a cloud DMS that is regularly backed-up, safeguarding against loss and corruption in the event of the occurrence of a data breach or technological failure. It should be able to restore backups quickly. For extra peace of mind you should look for a solution that offers a minimum of two levels of redundancy including one in a geographically distant location to shield against natural disasters.