Secure Document Management
The proper digital tools and systems allow you to protect documents throughout the entire process. From submission of a form to execution, a document workflow that incorporates a document administration system (DMS) reduces time, improves accuracy and guarantees security from start to the end.
Select a DMS that can scan documents and convert them into PDF files that have built-in security features like encryption as well as authentication and editing restrictions. It should be able to generate a full audit track for each file and keep track of who edited it and when. This will keep important information from being lost or rewritten, and it will keep the most current version available at all times.
Email is used by most businesses for internal and external communications however, using it to https://boardroomtalk.org/nonprofit-board-software-advantages-and-disadvantages/ transfer files can pose significant security risks. A DMS should allow companies to share files securely via a client portal with clients. It should also be able integrate with identity providers to make it easier for users to authenticate.
Choose a cloud DMS that regularly backs up data, securing your data from corruption and loss if there is a data breach. It should also be able to restore those backups quickly. Look for a solution with at least two levels of redundancy. One should be in an area far away in order to protect against natural catastrophes.