We all spend a lot of our time and resources protecting things. We use insurance to protect our property, we use banks to protect our money, we use lawyers to protect our rights.
Do you afford the same level of security to your business documents? Protecting the documents that flow through your business is a critical, and often overlooked, component to keeping your business healthy. Your long-term success depends on your ability to protect and manage these assets. Utilizing the technology available today to control all of your documents also allows you to maintain control of your organization and your future.
Fortunately, there are a few basic steps you can take to add extra protection to your documents today:
1. Privilege Control
Security leaks can occur when employees are granted higher document privileges than they need. Most of the office technologies available today allow you to control document access settings. They allow you to limit who can edit, copy, and print a document. When the proper control access settings are in place and active, employees who only need to view a document are only allowed to do just that. Additional rights can be granted to vetted employees.
2. Secure Uploads
Small and medium sized businesses often perform a significant number of unsecure uploads, especially if they employ a largely mobile workforce. Instead of allowing employees to share documents between their (often unsecured) mobile devices, companies should utilize the highest levels of HTML5 security to manage their document uploads. At the very least, HTML5 security will allow you to encrypt documents in transit to ensure the information remains secure.
3. Digital Watermarks
While watermarking isn’t usually a feature associated with digital document security, when used judiciously it can be an extremely important security feature. As with the watermarking of paper documents, it’s a way to ensure the document you share can’t be altered, forged or otherwise misrepresented. Watermarking is best used on proprietary information and other intellectual property.
No matter what business you’re in, you probably keep employee or customer data which needs to be protected, espcially during transfers. Protect your business by taking every precautionary measure when it comes to document transfer.
For information on how Capital Business Systems can help incorporate a document security program into your workflow, please contact us.