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The Importance of Document Security
Document security is a major concern because of the confidential nature of many documents that are processed by businesses. If information falls into wrong hands, it could harm a company’s reputation as well as the bottom line. It could also result in fines and other legal action.
Document security is about creating and enforcing guidelines on what information is allowed to be shared, who is able to view it, and how to safeguard it. It is essential to ensure that all staff members are trained and secure hardware is used to limit access to sensitive information.
There are many security risks that need to be considered including human error (e.g. an employee is unable to locate an actual document) and hacking attacks. Data can also be compromised while being transferred between devices. It is important to upgrade hardware and software regularly.
Passwords and other login protection are vital to secure digital files, as are features such as redaction (removing specific information) and tracking opens which can prevent from sharing without authorization by making it more difficult for users to conceal the number of times a document has been opened. These measures can be greatly enhanced when they’re paired with other document security protocols.
For instance, suppose you have a contract or bid which expires at a specific time and you want to make sure it isn’t still accessible after the deadline has passed. This can be accomplished by using expiry of documents and revocation of access. You can also self-destructing options.
