Secure Document Management
The right digital systems and tools make it easy to keep documents protected throughout the entire process. From form submission to execution the document workflow that incorporates a document management system (DMS) saves time, improves accuracy and provides security from beginning to finish.
Choose a DMS that has security features such as encryption, authentication and editing restrictions. It is also required to create an audit trail for each document, which will show who edited it and when they did it. This will help prevent important information from being deleted or overwritten and will ensure that you have the most recent version of the file accessible.
The majority of businesses use email to communicate internal and external communication however relying on email to transfer files poses significant security risk. A DMS should allow companies to share files securely through a client portal to clients. It should also be able of integrating with identity providers in order to facilitate user authentication.
Choose a cloud DMS that is regularly backed up, protecting against corruption and loss in the event of a data breach or other technological failure. It must also be able restore the backups rapidly. For additional peace of mind consider the option that has a minimum of two levels of redundancy including one located in a remote area to safeguard against natural disasters.
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