Secure Document Management
The right digital systems and tools allow you to keep documents protected throughout the entire process. A document workflow that is an integrated document management system (DMS), from the submission of a form to its execution reduces time, increases precision, and provides security from beginning to end.
Choose the DMS that has security features such as encryption, authentication and editing restrictions. It should be able, for instance, to create a full audit track for each document and record who edited it during the time. This will help prevent important information from being erased or lost and will always keep the most recent version of the file accessible.
The majority of businesses use email for internal and external communications however, relying upon it for file transfer poses serious security risks. A DMS can allow companies to securely share documents with clients using a client portal, and it should be able to integrate with identity providers to ease user authentication and control of access.
Choose a cloud DMS which regularly backs up your data, shielding you from corruption and loss in the event of an incident of data loss. It should also be able to restore the backups swiftly. Find a solution that has at least two levels of redundancy. One should be located in an area far away to guard against natural disasters.
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