Secure Document Management
It is simple to protect documents throughout the process using the right tools and systems. From form submission to execution the document workflow which incorporates a document-management system (DMS) can reduce time, improves accuracy, and ensures security from start to the end.
Select a DMS that can scan documents and convert them to PDF files with built-in security features such as encryption and authentication as well as editing restrictions. It will also be able create a full audit trail for each file, keeping track of who edited it and the date they edited it. This will help prevent important information from being deleted or altered, and it will keep the most recent version visible throughout the day.
Email is used by most companies for both internal and external communication, but using it to transfer files can create security risks. A DMS should allow businesses to share files securely with clients via a client portal, and it should be able to integrate with identity providers to ease user authentication and access control.
Choose a cloud DMS that is regularly backed up and protected against corruption and loss in the event of an attack on data or technology failure. It should also be able to restore backups quickly. Look for a solution with at least two levels of redundancy. One should be in a distant location in order to protect against natural catastrophes.
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