Secure document management is an essential aspect of any business. Whether you’re an MSP working with clients on a regular basis, or just managing your own internal documents document security is essential to keep your employees as well as your customers and partners safe. Data breaches can be costly, create issues with compliance and damage the reputation of your brand. Implementing secure workflows for documents can reduce the risk and help you maintain your competitive edge.
Encrypting digital files is one of the best methods to secure them. The encrypted file transforms into unreadable ciphertext, making it impossible for anyone who does not have the certificate or password to gain access to the data. It also ensures that documents are not altered during storage or transmission. This safeguards sensitive information. Encrypting files can also allow for better tracking and accountability as audit trails document who and when they accessed the document.
Another way to safeguard your digital documents is to make use of a redaction tool which can be used to remove visible and hidden sensitive information from PDFs. This includes text, patterns images, identifying information, and other metadata. Furthermore, PDFs come with security features that make it easy to specify (and not) who can edit a document.
It’s important to keep in mind that human error is frequently the cause of data breaches. Regular training on your document management tools and the creation of clear policies can increase employee compliance with security protocols and reduce the risk of data leaks, and assist you adhere to the regulations regarding data protection.