Secure Document Management
It is simple to safeguard documents throughout the process by using the right digital tools and systems. From the submission of forms to the execution the document workflow that includes a document management system (DMS) helps to reduce time, improves accuracy and provides security from start to finish.
Choose a DMS that can scan documents and convert them into PDF files that come with security features like encryption, authentication, and editing restrictions. It should be able to create a full audit track for each file, and record who edited it at the time of. This will keep important information from being lost or rewritten and will ensure that the most current version available at all times.
Most companies for both internal and external communications but using it to transfer files could present significant security risks. A DMS should permit businesses to securely share documents through a client portal to clients. It must also be able to integrate with identity providers to make it easier for users to authenticate.
Choose a cloud DMS that regularly backs-up data, securing you from loss and corruption in the event of a breach of your data. It should be able restore backups quickly. For additional peace of mind, look for a solution that offers a minimum of two levels of redundancy including one located in a distant location to guard against natural catastrophes.
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