One of the biggest logjams for most businesses these days is dealing with paperwork. Depending on your industry, you could be dealing with a literal ton of paperwork, related to everything from billing to compliance, everyday. To help alleviate the stress of dealing with all of this paperwork, most businesses (even small ones) have joined the 21st century and invested in digital document management solutions. However, not all digital document solutions are created equal and with the continuing rise of cybercrime, document security needs to be a chief feature of any electronic document storage solution that you consider. Let’s investigate how the right digital document storage solution can actually improve the security of your business.
When you make it simple and easy to create, store, and find the documents that your employees need, you better ensure that documentation is done right every time. If it is clunky and hard, people are more likely to cut corners. Many digital document solutions include automated workflow processes that ensure that documents are not sent to the wrong person or location. Automated processes also make it easier for people to create,s tore, and manage the documents that are needed each day.
Good document management systems also should include ways to limit access to only people who need the information. This is a good way to protect your sensitive data. They often also allow you as the administrator to see who is accessing what information and documents so you can ensure that people aren’t accessing things that they shouldn’t be. Finally, by simplifying document storage, you help reduce the risk of someone printing out (and potentially losing) a hardcopy that they don’t actually need because it is easier than navigating the digital records each time.
A good document management system can also track file versions so that you never have to worry that you might be accidentally looking at an older version of a document. Using a traditional file saving system, you may end up with multiple versions of the same document all with potentially out-of-date or incorrect information.
Protecting With Encryption
When dealing with documentation that requires security, encryption has to be part of the process. The right level of encryption will better protect that sensitive data while it is stored and also while you are transferring it to remote servers.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.