4 Proven Ways to Improve Document Security

In IBM’s Cost of Data Breach Report for 2021, companies lost over $4m to data loss from document leaks, compromised credentials, to even internal culpability.
 
And this doesn’t have anything to do with company size. Any company can be a victim if the right measures are not put in place to keep your data secure.
 
Go Beyond Shredding
 
If your organisation is still very dependent on manual processes, and physical document management, document shredding may be the first thing to come to mind, when thinking of document security.
 
Yes, to a very good length, being able to keep confidential documents away from the dumpster, is a major step towards preventing corporate security breaches.
 
Shredding information that is no longer useful or has been converted to digital documents reduces the risk of confidential data getting into the wrong hands.
 
But, even when it gets converted into digital formats, for supposedly more secure storage, does that mean the risk of a breach is no more there? Absolutely not.
 
Data Leak is Now More about Cybersecurity
 
In today’s technologically advanced world, hackers are the major threat to document security. They identify weak points in a computer system or network, break this loophole, and gain full access to your confidential data.
 
Data is everything.
 
From manufacturing to services, banking and supply chain, data drives day-to-day business operations. New day with new data sets getting created and stored. That’s why taking deliberate steps to protect your business data is critical.
 
So, How Can You Improve Document Security in Your Organisation?
 

       1. Protect sensitive information from the get-go

In a typical office, you have copiers and printers being used in-between document creation and document sharing. It’s a more vulnerable point in the document distribution process than most companies care to admit.
 
Instead of leaving this to chance, or making such devices openly available, let the standard security procedure be that only authorised users can use them.
 
More so, there should be security systems that won’t allow the use of such tools without some form of user credentials – making it easy to track who uses them per time, and what they use it for.
 

        2. Safeguard collaboration flow

There’s no way around document collaboration – for any kind of process. For productivity and teamwork, there will be digital data sharing and things like someone having to sign a document online.
 
Tools like MaxFile’s Document Management System come with an enterprise-grade collaboration system that allows teams to work together on the same documents without sacrificing security.
 
Think of functionalities like encryption and permission controls to manage edits.
 
With this, you always want to create policies that guide the usage of these collaboration tools. That should answer the questions of what is to be saved where, or what should be permanently deleted.
 
        3. Manage data-sharing
Similarly, the Security and Control tools in MaxFiles ensure that your digital property and the sensitive data it contains are kept secure using strategic access restrictions and encryptions.
 
This way, sensitive information is protected from anyone that shouldn’t have access, including authorised employees, customers, or even hackers.
 
       4. Secure your networks
 
This implies security architecture that identifies any potential threats to the network, including WiFi, laser printers, mobile devices, and cloud services.
 
Simply setting up antivirus software, data encryption, malware protection, asset tracking, and all other measures will effectively mitigate any potential risks to document loss or information breach of any kind.
 
MaxFiles stores your data (documents, images, and everything in between) using industry-leading security features.
 
No accidental data leaks, breaches, or sensitive data end up in the wrong hands. Both for regulatory purposes and to protect your business data, you have a safe database with MaxFiles.
 
Check out our Security and Control solution to get started.
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