Implementing Document Security Best Practices

Security of documents is a major concern for businesses when they process or transmit information that includes sensitive information. Most modern organizations are responsible for huge amounts of personal information that includes information about customers such as payment details, health information and records. Whether it’s paper or digital it’s quite easy for this information to be stolen or compromised when care isn’t given.

It is important that teams are aware of how they can effectively manage their documents. This includes implementing guidelines for document archive and filing storage, sharing and backups. It is important to know who has access to documents and for how they can access them for how long. Labeling permissions clearly ensures that team members don’t risk divulging information, and ensures that the right people have the proper level of access to confidential or sensitive documents.

By using tools with robust security features, including encryption and tracking capabilities, you can lower the chance of losing your documents or unauthorised access in transit. Monitoring and regularly updating security patches can also help prevent cybercriminals from exploiting weaknesses in applications or systems that store or transmit data.

When you transfer and edit documents, it’s best to use tools that include an encrypted file transfer protocol (SFTP) with SSL/TLS encryption. This blocks unauthorized users from accessing the files and also offers additional layers of protection against hacking attacks or human error. A strong password policy will help minimize the risk if you utilize a cloud-based collaboration platform. Encourage your employees to create complex, strong passwords and use a password vault for storing the passwords securely.

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