Today, every small business needs to keep data security in mind. Whether it’s a disgruntled former employee, or a determined hacker, one data breach can shut your business down. Today, you need to stay ahead of potential threats to protect your livelihood.
A managed document system can increase the efficiency of your workflows, improve productivity and keep your sensitive date safe. Implementing a three-part process can keep your data secure and meet all all required regulatory compliance for your industry.
Part 1: Print Output Management
Start by creating protocols to manage output.
User Authentication – Use PIN codes, swipe cards, or other identifier to set permissions and limit user access to critical data.
Encrypt Data – Documents should be encrypted as they travel through your network to your MFP and beyond.
“Follow-Me” Printing– Documents can be output to any network printer and securely released only to authorized and verified users.
Auditing and Archiving– Administrative software can track and save a backup copy of any document to a specified network folder for auditing and security.
Part 2: Digital File Management
Digital documents are more secure, easier to share, replace or restore in the event of an attack. Digitization can also:
Automate Workflows – Automatically notify recipients of tasks required to move work through the process.
Create Secured Access – Authorized users can access documents they need to complete a task. This prevents unauthorized access to sensitive information.
Audit Tracking – Documents can be tracked from initial creation until completion. Audits include all edits, versions, user access dates and times.
Disaster recovery – Cloud based systems that store data online can create redundant systems to protect data from disaster and breach, make data recovery easier, and reduce downtime after an incident.
Part 3: Scanning Solutions
Scanned documents can replace paper […]