With new technology like cloud storage and mobile devices, companies face new challenges in dealing with the security of their files and documents. In fact, nearly 70% of companies agree that protecting their documents is more crucial than the IT stack and over 90% of them are in doubt of document security in their organizations. This basically shows a flaw in most companies’ document security systems and that may just make them vulnerable to cyber and other external attacks. Among the most important information, you could lose is your financial data, all your legal paperwork, contracts, employee records, and even business secrets like financial stability and sales operations.
Protecting important information is vital not just for your business, but for your clients who stand to lose if their valuable, confidential information is accessed by unauthorized people. The inability to offer this security could lead to multiple lawsuits, losses, and a poor reputation in the market. With hackers on prowl, you have to find the best document security systems that help you with protecting the generated documents.
Document security involves the process of protecting the documents generated, filed, delivered, and eventually properly destroyed. Documents face serious security threats and you need proper security infrastructure to avoid malicious virus threats and hackers. In fact, you need to know whether your company creates documents that need protection in the first place. You need to know it’s worth in terms of any revenue or reputation loss to your company and the risk of non-compliance with regulations.
Here are three common reasons to keep in mind if you need to start safeguarding your documents:
You’re wrong if you assume hacks and other virus attacks by hackers are done only on big organizations that deal with large data and documents. Documents are now ubiquitous and small businesses and firms are at a higher risk. As most of them have compromised security systems, hackers can easily probe their unsecured emails and documents on the cloud for unauthorized access. Hackers and other online pirates aren’t just interested in premium software or movies, they would love to get their hands on your sales-related documents, portfolios, contracts, client, or employee-related documents among others.
There are multiple scenarios that can lead to unauthorized access including:
● Documents are shared with wrong recipients (either unintentionally or otherwise for monetary purposes to damage the company’s goodwill among other reasons)
● Unsecured documents accessed due to stolen devices
● Poor security infrastructure leading to data vulnerability
In fact, not all documents are created equal. Document generation can involve highly-confidential medical and financial information. There are in fact regulations like HIPAA and other privacy laws that deal with the compliance aspect of these documents. Whether it’s a client’s portfolio document or health-history document, you need to ensure the documents remain confidential and accessible only to those parties who are intended to see it.
Information can either be stored digitally or on paper but regardless of the form of storage, reduced access is necessary if the information is to remain private. Digital information is especially at great risk of being hacked by computer experts and other employees from your organization. To control access to this vital information, you have to design strong firewalls and passwords that are only known by a few authorized individuals.
Most organizations have their storage systems worked out and more often tend to forget about securing their delivery channels. High-value documents need to be delivered under high security and protection from external access. Have your private digital information encrypted before being stored and also your important documents or letters delivered by a secure and certified courier service. It would be pointless to protect information that was already accessed before its delivery making you vulnerable not just to cyber-attacks but also to the competition.
It is crucial to ensure your employees are trained on various document handling and protection techniques. This form of training could be done in-house or externally by a third-party company. Train them on how to deal with private documents storage and disposal. They can also be taught how to use passwords and other forms of data protection when stored digitally.
The need for improved security for documents and information has increased greatly. There is a high probability that managers today have made the mistake of sharing vital documents or information with the wrong audience. Document security can also be breached by hackers who may be out to use your private information against you as discussed above. You, therefore, need to be keen on the strategies and internal policies you incorporate into your business and secure protection techniques for your company’s and client’s documents.
For instance, once you’re done with using the important documents in your storage system or safe, do not just dispose of them like any other trash. Even when shredded, experts can still figure out how to reconstitute the paper and know your important business information like credit and client details. To be safe, you can use private bins and shred them well before proper disposal.
Hackers can not only steal clients' data, but financial credentials and other important documents related to your business. Losing this data could have severe effects on your business, leading to closure or having a bad business reputation. To play safe, choose the best document security systems for all your important documents and informatino, and opt for the best document creation system.
Hackers and other malicious characters have been on the loose to steal not just clients' data but financial credentials and other important documents related to your business. Loss of this data could have severe effects even leading to closure and worse of all having a bad business reputation to live with for years to come. To play safe, choose the best document security systems for all your important documents and information, and opt for the best document creation system.
Windward’s document generation software makes it easy for you to create documents using simple tags and user-friendly templates right within popular applications like MS Word. In fact, when you integrate Windward, you don’t have to worry about the security aspect as it sits right within your existing security layers. You can learn more about the security of our document automation system here.