Enhancing Document Security and Compliance with a Document Management System
In today’s digital age, the need for efficient document management has never been more crucial. A Document Management System (DMS) is a computer-based solution that empowers organizations to securely store, manage, and track their digital documents. This technology not only simplifies the sharing and editing of documents within an organization but also plays a pivotal role in enhancing document security and compliance.
Before the digital era, valuable documents were secured in file cabinets and vaults. However, with the advent of DMS solutions, a new era of document security and compliance has emerged. Meeting stringent data and privacy regulations such as the Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and Privacy Act (FERPA), General Data Protection Regulation (GDPR), and Sarbanes-Oxley Act (SOX) can be challenging, with non-compliance carrying hefty financial penalties and legal consequences. Fortunately, a DMS can streamline compliance efforts.
Here are four essential steps to enhance your company’s document management, security, and compliance:
Access Control and Tracking
Robust access control is fundamental to bolstering document security. DMS solutions allow end-users to assign specific access levels based on their security clearance and daily responsibilities. This ensures that only authorized personnel can access critical documents. Additionally, the tracking feature enables organizations to monitor and record every instance of document access, reducing the risk of data breaches.
When employees access documents or utilize office equipment like printers, multifunction devices, copiers, scanners, or fax machines, the authentication process (user ID and password) should extend to document access, ensuring a layered approach to security.
Immediate Disaster Recovery
In an era marked by climate change and natural disasters, safeguarding documents from unforeseen events is vital. Organizations that implement document scanning solutions mitigate the risk of losing critical documents to disasters. Scanned documents can be securely backed up on servers or in the cloud, guaranteeing the preservation of vital data.
Given the vulnerability of paper documents to the elements, having a robust disaster recovery plan is imperative. Scanning paper documents prepares organizations to swiftly implement such plans when disasters like floods, fires, or pandemics strike.
Encryption, a process of encoding information into an alternative form (ciphertext), is a powerful tool for protecting sensitive documents. It ensures that only authorized parties can decipher ciphertext back to plaintext and access the original information. All documents containing sensitive data should be encrypted, making it significantly harder for hackers to gain unauthorized access.
When using printers, enabling encryption features is essential. Documents should be encrypted before sending them to the printer, as the printer’s hard drive can store sensitive data. Encrypted PDF documents should also be created when scanning or faxing documents through multifunction devices.
Establishing a clear document retention policy is pivotal to effective document management. Define:
- What documents are used for.
- How long they remain active.
- When and how they should be archived.
- When they should be permanently deleted.
Controlling who can permanently delete content is crucial to ensuring the right data is erased. Implement advanced trash controls to strike a balance between automatic purging of obsolete content, restricting permanent deletion to authorized users, and allowing users to restore accidentally deleted files.
Consider printers and multifunction devices in your retention strategy, especially when it comes to securely disposing of documents that might still reside on their hard drives when returned or replaced.
Waltz – Your Document Life-cycle Management Partner
Enhancing document security and compliance is a no-brainer for most businesses. At Waltz, we specialize in delivering comprehensive document life-cycle management solutions, from document creation to secure destruction. Ensure the security, compliance, and efficiency of your document management with Waltz.
Contact a Solutions Specialist today for a free assessment and get on the fast track to improved security and compliance with Waltz!