Document Security – How to Protect Your Documents

Document security is a challenge that is faced by every company regardless of whether they store physical documents or files on a computer. Documents that are in the wrong hand can undermine client confidence and even put deals at risk. This is why it’s crucial for companies to put in place robust processes in place to safeguard both online and offline documentation.

The best document management solutions will have a range of features that help secure documents. Many of them will offer encryption, password protection and VPNs. These tools also restrict access to specific ports, such as USB and flash drives. This can help protect your sensitive documents from theft and can also stop employees from accidentally leaking data by plugging in their personal devices.

Another way to secure your documents is to use an automated document tracking system. You can track who has read and accessed your document, and track their IP addresses as well as locations. It will also alert you if someone is trying to print or download files from an unknown location.

This is particularly useful for remote teams that often work on different platforms. It is all too easy for them to open a document on a laptop, or send an email with the wrong attachment, and then have their personal information accessible to anyone who needs it. Document tracking systems ensure that only those with the need to see or alter an existing document are able perform this. Unwanted attempts will be spotted.

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