Data Security

The intellectual property of your business is vital to its continuing success. Therefore, it is important to ensure confidential documents are not susceptible to security breaches. Whether it is a computer virus or a disgruntled former employee, you need to ensure your information is safe from unauthorized viewers. Luckily, with document management systems, it is easy to integrate advanced security features into your current workflows. Electronic Document Management can help protect your documents and increase productivity. If you are unsure if a document management system is right for your business, here are ten things you should know about document security:

1. Document management seeks to prevent data loss from the various kinds of threats to data. Unless a systematic approach is adopted for document security your business could be shut down by a breach of security.

2. Very few businesses can survive a complete loss of business data. Even partial losses can prove extremely serious, especially to smaller businesses. Consider what would happen if you lost all your customer data and invoice records from a computer virus. It can render you unable to recover your fees from credit customers that can equal a few months of sales. Or consider the secret product formula that gives you an edge in the market being stolen.

3. Document security starts with an intricate look at all the risks documents face and the impact of each. A clear view can make upper management aware of the real dangers that can easily occur, and as a result they are more likely to support security-enhancement measures.

4. One of the primary security measures is preventing unauthorized access to documents. Only authorized persons should be able to access each type of data. Access restrictions should be placed both on classes of data and levels of employees and can be integrated easily with the access controls on your multifunction device.

Today’s sophisticated network copiers or multifunctional products (MFPs),integrate copier, scanner, printer and facsimile functionality into a single platform, with the added capability of network-based document capture, storage and distribution. A primary on-ramp to the government’s network, these devices can convert hardcopy documents into easily shared digital files.

As a centralized network document processing hub, MFPs can also pose a potential risk to mission-critical information and applications. Theft or redirection of data is a danger when anonymous walk-up usage is possible. With an expanding MFP installed base deploying safeguards that ensure that only authorized users gain access to the device is not only a best practices imperative, but a federal mandate.

“Most C-level executives still view security as an operational issue, not a strategic issue, according to ‘Navigating Risk: The Business Case for Security.’”

I found an interesting article on this. IT security is far more important an issue than just an operational issue. 

Take a look at this article from Dark Reading on IT Security and Management.

TechDirt last year had a blog posting titled Why Keep Personal Information on a Laptop When It’s Much Easier to Steal on a CD.

It is a pretty interesting article and points out that companies, like insurance companies, are not very careful with their data. How often do you compromise your security for a little convenience? – Corey Smith has fifteen years of document management industry experience and maintains the Master the Business blog.

We have a lot of data that we use in business. How in the world can we begin to use it? Evan Goldberg of Inc. Magazine had a great article on using your information technology to understand your data better. Take a look here. It should help you get some ideas on how to increase your access to your own information. – Corey Smith has fifteen years of document management industry experience and maintains the Master the Business blog.