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How to Keep your Documents Confidential and Secure

Published on 21 October 14
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Document security at enterprise level is of great importance and is something that shouldnât be overlooked. Here are a few top tips from LockLizard Document Security Software on how to manage your document security at enterprise level:

1. Ensure Reliable Document Capture
Electronic (or digital) documents are a staple of business communication today. Knowing the who, what, when and where of electronic document transmission is now a critical element of document control that should be used to prevent policy and compliance violations. Implement electronic document transmission technologies that can transform paper documents into digital files that can be transmitted, as well as tagged and stored in an electronic document repository for quick and easy retrieval, retransmission and archiving. The end-user tools associated with an electronic document platform should be simple to use and work across multiple platforms and operating systems, enabling mobile users, on site users and even external partners to send and receive documents, without violating company policy or compliance requirements.

2. Secure Access to Sensitive Documents
The use of digital documents is on the rise as businesses seek to reduce the costs associated with physical documents while also ensuring legal concerns are addressed properly without exposing critical information to unauthorized entities. Compliance dictates that some documents containing personally identifiable information (PII) have restricted access and secure sharing. As such, adopt document transmission methodologies that can incorporate encryption, authentication and password protection, allowing electronic documents to be transmitted (or received) only by those with the proper authorization.

3. Optimize Workflows
Improved business efficiency is one of the core benefits associated with technologies that enable the transmission of electronic documents. Many organizations are beginning to view the cloud as a document platform since cloud-based services are a great equalizer between different platforms, users and applications. Cloud-based repositories can be used to organize electronic documents and even enable self-service delivery, where a recipient can request documents via a website and have those electronic documents faxed, emailed or delivered electronically using automation technology. Automated tasks and email notifications can help keep employees informed of requests and on track to follow up with other electronic documents.

4. Establish Accountability
Do not forget to use management techniques that combine digital document transmission controls with policy-based accountability to ensure that compliance and legal requirements are met, while enabling the ability to audit workflow and document movements. Cloud-based services solve the problem of accountability by centralizing document transmission controls and unifying the secure management as transmission and receipt of e-documents can be logged.

Determine Intended Use
Digital documents encompass a vast array of technologies and formats and vary based on the context of the business. It all comes down to a documentâs intended use and how that use is impacted by compliance requirements or company policy. Most businesses should consider taking an approach to managing electronic documents that any content that can be transmitted is viewed as a digital document that must be managed. Organizations are quickly turning towards e-documents as a legitimate way to conduct business. Take the time to understand these challenges because with the exponential growth in digital documents replacing physical documents, we can only assume that more digital documents will be transmitted and received than ever before.
This blog is listed under Data & Information Management Community

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