Preserving your data and information is a central part of any business, organization, or even individual activities. Since the advent of technology and with how technology has evolved, more and more means of protecting confidential information have been developed.
Document Management system (DMS) has been a leading document management tool for data storage and transfer. There used to be physical data storage that involves preserving documents in a physical data room. This method proved effective until confidential information was faced with potential losses or destruction. This has paved the way for software to be developed for more effective data protection.
As a management tool for all sensitive and confidential information, files stored on Document Management are safe from third parties, and cybercriminals. Any information whether belonging to an individual, a business, or an organization are safe on this management system. I bet you would like to find out how you can get the best out of Document Management.
How does the Document Management System work?
A document management system is a tool for managing and preserving documents electronically rather than via conventional paper documentation. Oftentimes, document management is done using computers and virtual data rooms (data room (VDR) definition). These documents containing information are well protected using a document management system. You can easily track, send, or receive confidential data. Much more than these, let us see how document management can help protect your confidential information.
- Determining how sensitive information are shared
Most data breaches or losses happen when you decide to share or distribute documents with certain individuals. It is more rampant while using paper documents. While you have sensitive paper documents stored in a physical data room, you never can tell who gets to lay hands on the paper documents without your authorization. The same goes for the use of USB drives which can be picked up by just anyone. Document Management, however, being a management tool ensures that distributing your confidential information to a select audience is done safely. By using document management, you will be able to send encrypted files that can only be accessed by the intended recipients. Also, you can track and monitor confidential information that you store or send.
- Secure Confidential Information via password protection
Document management allows you to activate password protection to all sensitive information that you store or share. In other words, this means that only persons that you authorize will have your password and that will have access to the confidential documents shared with them. You can decide to activate password protection on each respective files or whole folders. To keep your files well protected, ensure that you set passwords that are strong and that are not easy to guess. A strong password is usually a mixture of uppercase letters with lowercase letters and special characters. You can also add numeric figures to your password for stronger protection. Also, ensure that you sensitize your staff about the importance of being security-conscious and how to not lose confidential passwords and information to outsiders.
- Create backups of confidential files
The security of your sensitive information remains your priority. One of the interesting features of using a Document Management System (DMS) is that you can easily create backups of all confidential information. By creating backups, you have duplicate files that you can always retrieve at any time in case of any major file loss or modification. Backing up confidential information is a precautionary measure to take for files that you would never want to risk losing. However, Document management remains safe and secure for protecting all your important documents.
- Audit Trailing
For effective tracking and safekeeping of confidential information, the Document Management system has an audit trailing feature. This feature makes it possible for you to track all stored files in your document management system logs. You will be able to trail any edits or modifications to your stored files as well as all activities that go on. Tags are assigned to each file or folder such that you can easily trace which file has been accessed or viewed by a visitor. It records the files that have been downloaded or printed from your Document management alongside the date and time such confidential files were viewed. Through this, you will be able to pinpoint when there is an information breach.
- Document lockdown
Whenever you find out that there has been a potential attempt by an unverified party to access your confidential information, a document lockdown may be the next resolve. The document management system allows you to lock down all documents such that they cannot be accessed. Document lockdown feature will prevent any user from being able to view or edit any of your confidential information unless your permission is granted. You are the one to decide how long the document lockdown would take as you have absolute control of activities in your electronic data room.
- No document loss
Using a document management system, there is no such thing as losing or misplacing files that are stored or shared. Unlike the paper documents that can be lost when handled loosely, you can always retrieve all confidential information stored in your document management system. With keywords and search entries, you can easily find documents that you need.
Data security is a major part of every organization, be it a business or other means. Even as an individual, you do have confidential information that you cannot afford to lose to unauthorized persons. This is why you need to use a document management system (DMS) to protect your confidential information as a result of its outstanding security features.
As you can control the fate of your information, it turns out that information digitization on document management is an effective way of storing or sharing your information. By being able to create backups of confidential information, Document Management ensures that your data is secure and protected.
These benefits of using document management guarantee you of data security and no illegal access to your files. As a result of this, you can rest assured of sending and receiving confidential information without any fear of your files ending up with cybercriminals and unwanted persons.
Lori Wade is a writer who is interested in a wide range of spheres from business to entrepreneurship and new technologies. If you are interested in M&A or virtual data room industry, you can find her on Twitter & LinkedIn or find her on other social media. Read and take over Lori’s useful insights!