Security for Document Management Starts With Putting the Right Technologies in Place
According to research by Ponemon Institute, the average total cost of a single data breach is more than $3.9 million and one in four organizations can expect to experience a breach at some point in time. Enlisting the proper document and data security is critical for protecting not only an organization’s data, but also funds and resources.
Protecting hard copy data, ranging from contracts to bank statements to medical information is often difficult to keep track of. As organizations embrace all things digital, prioritizing the physical security of confidential information is the smartest move to ensure data protection and resist cyber threats.
The first step in ensuring document security is implementing the transition between paper files to electronic. Scanning is the most common method of transferring documents from one format to another and with the proper controls in place, the process can be both traceable and free of security and legal challenges. Once files are scanned to the correct devices and networks, and paper files have been properly destroyed or locked away, organizations will then need to secure the points of access on desktops and mobile devices to ensure files are in the correct folders with the proper passwords and security levels in place.
While digitizing records helps lead to a more secure work environment, it is not the sole factor guaranteeing security. Organizations must build security messages into its culture to ensure employees are on board with secure processes and instill security practices into their daily routines to prevent the risk of data breaches and the potential loss of millions to the business’ bottom line.
Security Sustains With the Right Employee Training
Security doesn’t only affect the financial state of a business, but also affects the well-being of millions of employees and customers, according to CSO Magazine, enterprise security hub. One breach can lead to millions of accounts being compromised. Once the right document scanners and management systems have been installed, organizations must start thinking about implementing secure systems that employees can manage.
To start, organizations should develop a security plan that’s easy to administer and update as new staff are hired and company structure shifts. Having a plan in place will ensure that security is consistent and scalable. In a paperless office, the struggle of document security shifts from the matter of having to sort through countless pieces of paper to the ability to access electronic files. Some companies go so far as to operate under the “as needed” basis, providing only documents to employees “as needed,” to complete their jobs.
It’s important to perform regular reviews of security measures within an organization to identify any vulnerabilities, including any technological hiccups. Reviews such as regular backups and implementing document retention and destruction policies are the key to sustaining an organization’s document security policies and practices. Issuing guidelines to help with organizational security issues is vital. Several organizations have issued guidelines to help companies deal with such issues, such as the ISO 27002, which specifically handles information security issues. Document security technology is only as effective as the humans who manage the technology and security procedures.
Document security is the first step in protecting confidential company and customer information, and without the right technology and organizational practices in place, documents are at risk for cyber threats and other data risks. Investing in technological support is crucial when considering transferring paper files to electronic and cloud-based files. In addition to technological investments, organizations need to instill the right security training and messaging to work in tandem with the technology in place to sustain safe document security.
In the end, technology and human resources work in tandem to constantly follow security procedures that will ultimately save companies from the risk of a data breach and the personnel and monetary consequences that follow.
