In IBM’s Cost of Data Breach Report for 2024, companies lost over $4.88M to data loss from document leaks, compromised credentials, and 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 data secure.
Go Beyond Shredding
If your organization 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 documents are converted into digital formats for supposedly more secure storage, does that mean the risk of a breach is no longer there? Absolutely not.
Data Leak is Now More About Cybersecurity
In a technologically advanced industry, hackers are a major threat to document security. They identify weak points in a computer system or network, exploit these loopholes, and gain full access to confidential data.
Data is everything. From manufacturing to services, banking, and supply chain, data drives day-to-day business operations. New data sets are created and stored every day. That’s why taking deliberate steps to protect your business data is critical.
So, How Can You Improve Document Security in Your Organization?
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 authorized users can use them.
Implementing an electronic document management system (EDMS) ensures that document management best practices are followed, making it easy to track who uses these devices over time and what they use them for.
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 online document signing. Tools like MaxFiles’ document management applications come with enterprise-grade collaboration systems that allow teams to work together on the same documents without sacrificing security. Think of functionalities like encryption and permission controls to manage edits.
Creating policies that guide the usage of these collaboration tools is crucial. These policies should cover what is to be saved where and what should be permanently deleted, ensuring the benefits of document management systems are fully realized.
Manage Data-Sharing
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 unauthorized access, including from employees, customers, or hackers.
An EDMS helps streamline data-sharing processes, ensuring that only authorized personnel can access sensitive information.
Secure Your Networks
This implies setting up 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, providing the advantages of business process automation and ensuring your data remains secure.
Why Choose MaxFiles for Your Document Management Needs?
MaxFiles offers the best robust document management system that goes beyond traditional methods to provide comprehensive security and efficiency. The benefits of workflow automation and business process automation tools within MaxFiles ensure that your document workflows are streamlined and secure, allowing your business to thrive in a digital world.
No accidental data leaks, breaches, or sensitive data ending up in the wrong hands. Both for regulatory purposes and to protect your business data, you have a safe database with MaxFiles.
Book a free 30-minute consultation, and let’s show you the benefits of workflow automation and business process management.
FAQ: Essential Document Security Best Practices
1. How do you ensure the security of documents?
Use an Electronic Document Management System (EDMS) like MaxFiles to control access, encrypt files, and track usage. Set strong access restrictions, train employees on security, and monitor document activity to prevent breaches.
2. What should you do with signed documents to avoid data breaches?
Store signed documents in a secure, encrypted system instead of emails or local drives. Use digital signatures instead of physical ones and set automated rules to delete outdated files. Always review access logs for unusual activity.
3. How do you protect company data from employees?
Limit access based on roles, so employees only see what they need. Use security settings to prevent copying or sharing. Track document usage with audit logs and immediately remove access when employees leave.
4. How do you maintain document security?
Regularly update security policies, conduct audits, and use multi-factor authentication (MFA). Protect devices like printers and mobile phones, and automate security processes with MaxFiles to keep everything under control.
