Document Security – How to Protect Your Documents

Security of documents is a concern faced by every business, whether they are storing physical documents or files on a computer. If documents end up in the incorrect hands, it could result in a loss of confidence from clients and even put existing deals at risk. This is why it’s important for companies to have robust processes in place to safeguard both online and offline documents.

The most effective document management software will include a variety of options to help secure documents. This includes encryption, password protection, and VPNs. In addition, these tools will be able to restrict access to certain ports like USB and flash drives. This can help protect your personal documents from being stolen. It can also stop employees from accidentally leak data by connecting their personal devices.

Another method of protecting your documents is to use a document tracking system. This allows you to determine who has accessed or read a document, and can track their locations and IP addresses. It will also alert you when someone attempts to print or download files from a remote location.

This is particularly useful for remote teams who often operate on a variety of different platforms. It is easy for them to send the wrong email attachment, or leave the document on a laptop that allows sensitive information be accessible by anyone. Document tracking systems will ensure that only those who are required to access or edit the document are able to do so and that attempts to do so are flagged.

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