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Four Document Security Measures that Every Business Needs

Holly Condon October 1, 2021

Four Document Security Measures that Every Business Needs
Document Management
Documents are at the heart of pretty much everything a business does, so it’s never a good idea to take document security lightly. If you don’t have a suitable way to manage and secure your documents, you’ll end up with reduced efficiency and poor communication throughout your workplace. Most importantly, however, the lack of a robust document management solution will leave you with inadequate security.

Although the security risks that come with sensitive information have existed for just as long as confidential documents themselves, the digital world introduces some new challenges. One such challenge is the fact that businesses are becoming increasingly reliant on workforce mobility and working with people located all over the country and beyond. Meeting these many challenges means implementing cutting-edge security measures.

#1. Mobile Device Management

Modern business is heavily reliant on workforce mobility, and that means staff need to be able to work at home and on the move. However, greater mobility also introduces increased security risk – after all, mobile devices have a habit of getting lost or stolen. Much worse than losing the value of the device, however, is someone else having access to confidential files.

Mobile Device Management (MDM) provides centralized control over device access and management, including the ability to remotely wipe lost devices. MDM software works for both company- and employee-owned devices, making it a critical element of the document security framework.

#2. Multi-factor Authentication

If you’re relying on passwords alone to protect your files and documents, then you’re putting them at risk. Sure, it’s practically impossible to hack a password that’s long and complex enough, but the truth is that passwords are far from foolproof. Furthermore, many people recycle their passwords, which jeopardizes the security of all accounts if a hacker manages to guess just one password.

By implementing multi-factor authentication to control and limit access to company-owned resources, particularly those hosted in the cloud, users will have to take one more step to verify their identities. Increasingly popular and highly robust verification methods include facial or fingerprint recognition as well as temporary SMS verification codes.

#3. Intrusion Detection System

When something happens on your network that goes against your security policies and protocols, you’ll need to know about it as soon as possible, even if the attempted attack is unsuccessful. By having proactive security measures in place, you’ll be able to protect your documents before it’s too late.

An intrusion detection system is a monitoring tool that automatically sends alerts to administrators whenever someone or something attempts to break into your network. Think of it as the digital equivalent to a burglar alarm. Among the most effective IDS systems are ones hosted in the cloud, since they monitor your network from outside and do so around the clock.

#4. Centralized Management

How much time do you spend filing, searching for, and retrieving digital documents? Chances are, at least if you don’t have a modern document management system in place, far too much! However, a lack of any centralized document management isn’t just bad for productivity and efficiency, it’s also terrible for security — and in a lot of cases, regulatory compliance.

Regulations dictate that you need to take the necessary steps to secure your data, and that means knowing exactly where it resides and who has access to it. Without a centralized organizational structure that consolidates all your documents, it’s virtually impossible to do this. That’s why, for the sake of compliance and security, you need that crucial central repository that gives you easy access to your documents and a clear line of site into your data.

PairSoft is a powerful document management system that improves productivity, enables collaboration, and gives you the opportunity to get data security back under control. Call us today if you’re ready to get started.

Holly Condon

With over 25 years' experience in the SaaS space, Holly brings a wealth of industry knowledge to the table. She previously held leadership roles at PairSoft's subsidiary PaperSave and resides in South Carolina with her family.

View all posts by Holly Condon
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