Document security is an issue faced by every business regardless of whether they’re storing physical documents or digital files. If documents fall into the improper hands, it can cause client confidence to erode and could put existing deals at risk. This is why it’s vital for companies to put in place robust procedures to protect both offline and online documents.
The best document management solutions will include a variety options to help secure documents. They will include encryption, password protection and VPNs. These tools also restrict access to specific ports like USB and flash drives. This will help protect your sensitive documents and stop them from being taken. It can also prevent employees from accidentally leaking confidential information by plugging in personal devices.
A document tracking system is a fantastic way to protect your documents. This allows you to determine who has accessed or read a document, and can identify their location and IP addresses. It will also alert you if someone tries to print or download files from a different location.
This is particularly useful for remote teams who often work on different platforms. It is easy to send the wrong email attachment or leave a document on a laptop, allowing sensitive information to be accessed by anyone. Document tracking systems ensure that only those who have the need to access or edit documents are able do so. Unwanted attempts will be identified.
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