Document security is an issue for companies who process, transmit or exchange information containing sensitive data. Modern businesses are responsible for large amounts of personal data that includes information about customers, payment details and medical records. It’s easy to lose or damage this data, whether it’s digital or paper.
It’s vital that teams are educated on how to handle their documents efficiently. This includes implementing policies on document archiving, filing sharing, storage and backups. It is essential to know who can access documents and for how long. By clearly labeling permissions, you can ensure that team members aren’t leak information, and that the proper people have the appropriate access to confidential or sensitive documents.
Utilizing tools with strong security features such as encryption and tracking capabilities can minimize document loss or unauthorised access to documents during transit. Monitoring and applying regular security updates can also assist in preventing cybercriminals from exploiting weaknesses in systems or software which store or transmit documents.
When transferring and editing documents it is a good idea to use tools that incorporate a secure file transfer protocol (SFTP) with SSL/TLS encryption. This blocks unauthorized users from accessing your files and also offers additional layers of security in the event of hacking attacks or human error. A strong password policy will help minimize the risk if you are using a cloud-based collaboration platform. Encourage employees to select strong complex passwords as well as to utilize a vault for passwords to secure their passwords.
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