One of the main concerns for businesses today is document security. With issues such as data breaches and regulatory compliance always on the radar, it’s essential that your documents are protected. When it comes to security, more and more companies are finding digital is the way to go.
Digital Document Storage Security
It used to be that paper was the only way you could store data. This meant bulky filing cabinets, time spent searching for files, misfiled and lost documents, and the potential for your data to fall into the wrong hands. Today, digital documents have changed all that and helped increase the security of your data.
- Digital documents are trackable, so you know who is accessing your data.
- You have the ability to limit access via passwords.
- Encryption helps keeps your files safe even if they are intercepted.
- Keyword indexing helps eliminate lost files and time spent searching for missing documents.
- Digital backups of your data can be stored both on- and off-site, as well as in the cloud. This means you can recover your data quickly in the event of a fire, flood, or other loss.
Digital documents can also help ensure regulatory compliance, because you are able to prove how your documents have been handled.
How to Secure your Print Environment
Though digital documents are often more secure than their paper counterparts, this is only true if you take the steps to ensure your print environment is secure. This can be done by partnering with a print security expert, such as a Managed Print Services provider. With MPS, you can get an audit of your print environment so you can understand the risks to your data and take steps to mitigate them, such as:
- Automated security software
- Document control system
- Print authentication
- Automated workflows
By taking the recommended steps, you can reap the benefits of a more secure digital document storage system.
Making the switch from paper document storage to digital documents doesn’t have to mean compromising your security. By understanding your risks and taking appropriate measures, you can actually improve your document security by going digital.