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3 Essential Reasons to Implement Document Security (And How to Do It Right)


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.

A Quick Intro to Document Security

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:

#1: Hacks

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.

#2: Unauthorized Access

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

#3: Compliance Matters

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.

How to Handle Confidential Documents in Your Company

#1: Restricted Access                                      

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.

#2: Secured Delivery Channels

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.

#3: Train Your Employees & Implement Smart Internal Policies

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.

Document Security Done Right

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.

If you've just discovered us, we're excited. Know more about Windward and get your 14-day free trial and start creating documents in quick time with our low/no code solutions.

Tags Start & End

Tags Can Start & End Anywhere

Appendix B

.NET code for multi-page image output

Appendix A

Java code for multi-page image output

Data Bin Search

The Data Bin can now be searched to find a table, column, node or other piece of data without scrolling through it all.

Shrink to Fit

This will shrink the contents of a cell until it fits the defined cell size.

Time Zone Conversion

A new Windward macro has been added to help with converting dates and times from UTC time to the local time zone.

Image Output Format

New image output formats added.

PostScript Output Format

PostScript, commonly used with printers and printing companies, has been added as an additional output format.

New and Improved Datasets (Designer, Java Engine, .NET Engine)

Datasets have been re-written from scratch to be more powerful and easier to use.

Stored Procedure Wizard (Designer)

This works for all tag types that are connected to a SQL-based data source (Microsoft SQL Server, Oracle, MySQL, or DB2).

Boolean Conditional Wizard (Designer)

Before, conditional statements could only be written manually. Now they can also be built using our intuitive Wizard interface.

Reorganized Ribbon

The ribbon menus have been re-organized and consolidated to improve the report design workflow.

XPath 2.0 as Data Source

Adds various capabilities such as inequalities,descending sort, joins, and other functions.

SQL Select Debugger

SQL Select  Debugger

  • The look and feel was improved
  • Stored Procedure Wizard
  • Improved Exceptions pane

Tag Editor/Tag Selector

Added a Query tab as a field for typing or pasting in a select statement

  • Color Coding of Keywords
  • TypeAhead
  • Evaluate is now "Preview"

Rename a Datasource

All tags using that Data source will be automatically updated with that name.

Connecting to a Data Source

New single interface to replace 2 separate dialog boxes

Tag Tree

Displays of all the tags in the template, structured as they are placed in the template. This provides a simple & intuitive way to see the structure of your template. Also provides the capability to go to any tag and/or see the properties of any tag.

Added Javelin into the RESTful Engine

Support for Google Application Engine Integration

The ability to integrate the Windward Engine into Google’s cloud computing platform for developing and hosting web applications dubbed Google Applications Engine (GAE).

Additional Refinement for HTML Output

  • Improved indentation for ordered and unordered lists
  • Better handling of template header and footer images
  • Better handling for background images and colors

Redesigned PDF Output Support

This new  integration will allow for processing of complex scripts and bi-directional  text such as Arabic.  Your PDF output  will be much tighter and more closely match your template, and we’ll be able  to respond rapidly to PDF requests and fixes.

PowerPoint Support

Includes support for new ForEach and slide break handling, table header row repeat across slide breaks, and native Microsoft support for charts and images.

Tags are Color Coded

Tags are color coded in the template by type, making it easy to visually identify them.

Increased Performance

Version 13’s core code has been reworked and optimized to offer a reduced memory footprint, faster PDF generation and full documentation of supported features and limitations in the specifications for DOCX, XLSX and PPTX.

Advanced Image Properties

Documents can include advanced Word image properties such as shadows, borders, and styles.

Improved HTML Output

Windward has updated HTML output to reflect changing HTML standards.

Version 13 New Data Sources

Windward now works with a slew of new datasources: MongoDB, JSON, Cassandra, OData, Salesforce.com

Generate Code

The Generate Code tool in the designer allows you to open an existing template and, with a click of a button, automatically create a window with the code needed to run your current template with all data sources and variables. Simply copy this code and paste into your application's code in the appropriate place. You now have Windward integrated into your application.

You only need to do this once. You do not do this for each template. Instead, where it has explicit files for the template and output, change that to parameters you pass to this code. Same for the parameters passed to Windward. This example uses explicit values to show you what to substitute in where.

Pivot Tables Adjusted in Output

Any pivot tables in an XLSX template are carried over to the XLSX output. The ranges in the pivot ranges are adjusted to match the generated output. So your final XLSX will have pivot tables set as expected in the generated file.

This makes creating an XLSX workbook with pivot tables trivial.

Imported Template Can be Set to Match the Parent Styles

In an imported sub-template, if its properties for a style (ex. Normal) differ from the parent template's properties for the style, the use in the sub-template can be set to either use the properties in the sub-template, or the properties in the parent.

You set to retain when you don't want the child template's styling to change when imported. You set to use the parent when you want the styling of the imported template to match the styling in the parent.

Any explicit styling is always retained. This only impacts styling set by styles.

Tags can be Placed in Text Boxes

Tags can be placed in text boxes. Including linked text boxes. This gives you the ability to set the text in a textbox from your data.

Tags can be Placed in Shapes & Smart Art

Tags can be placed in shapes & smart art. This gives you the ability to set the text in a shape from your data.

HTML Output Supports Embedded Images

When generating HTML output, the engine can either write bitmaps as distinct files the generate HTML references, or it can embed the images in the HTML providing a single file for the output.

Footnotes & Endnotes can Have Tags

You can place tags in pretty much any part of a template, including in footnotes & endnotes.

Document Locking Supported in DOCX & XLSX

Any parts of a DOCX or XLSX (PowerPoint does not support this) file that are locked in the template, will be locked the same in the output.

Specify Font Substitution

If a font used in the template does not exist on the server generating a report, the font to substitute can be specified.
In addition, if a glyph to be rendered does not exist in the font specified, you can specify the replacement font. This can be set distinctly for European, Bi-Directional, and Far East fonts.

Process Multiple Datasources Simultaneously

If you need this - it's essential. And if you don't need it, it's irrelevant.

Windward enables you to build a document by applying multiple datasources to the template simultaneously. When Windward is merging the data into a template, it processes the template by handling each tag in order, and each tag pulls from different datasources. (As opposed to processing all of one datasource, then processing the next.)

This allows the select tag to use data from another datasource in its select. For example, if you are pulling customer information from one data source, you can then pull data from the sales datasource using the customer ID of the customer presently processing to pull the sales information for that customer. If you're interested in patching together your data from multiple datasources, read this post on our blog.

Genesis Abel

Written by:_
Genesis Abel
Windward © 2021 All Rights Reserved.


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