Data security is becoming one of the most serious concerns in the business world.
That not only includes data breaches but also loss due to disaster. In some industries, such as health care, HIPAA regulations require certain levels of document security. With the security of documents and organization information being more important than ever, it is crucial to integrate a secure document management system into your organization’s workflow.
Centric’s understand the security needs that a business continuity plan requires. Our solutions are designed to protect your organization’s sensitive information through the use of data encryption and overwrite capabilities. By monitoring user activity, limiting unauthorized access and providing audit trails, Centric’s solutions are customized to protect your organizations important records.
A document management system is software that manages and tracks electronic documents. It can be used in conjunction with scanners and multifunctional devices (MFDs) to create a document workflow that is easy to use and navigate in an office environment. In addition to improving workflows, document management systems come with features that enhance the security of your organization’s important and confidential information.
Document encryption is essential to providing the most secure environment for your organization’s documents and records. Using algorithms and keys, plain text is converted into encrypted data. The information can be viewed in its original format only if the correct key is used to decipher the message.
Role-based access starts when users are added to an organization’s document management system. Each user is assigned a role. Roles can be assigned to teams or individuals. Based on the role and the team to which a user is assigned, a user is granted access to certain documents and information. This feature keeps information limited to only those who need access.
Document management systems provide audit trails for all of the documents contained. An audit trail tracks a document through its lifecycle. This feature gives administrators the ability to see who edited a document, when they made the changes, what those changes were, and any comments made at the time. This enables an organization to understand the accountability for mistakes or to clarify anything that changed within the document’s lifecycle.
When an employee leaves an organization, the ownership of their documents can be transferred to another user. This allows for greater accessibility and increased security so that former employees do not have a way to access sensitive information.
By using a cloud-based document management system, your important documents and information will be stored and available should a disaster occur. Paper documents can get lost in a natural disaster or due to human error. With an online-based backup, you will not have to worry about being unable to recover important documents.