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Secure Document Management
It is easy to protect documents throughout the process with the appropriate digital tools and systems. From the submission of forms to the execution, a document workflow that incorporates a document management system (DMS) helps to reduce time, improves accuracy and guarantees security from start to the end.
Choose a DMS that can scan documents and convert them to PDF files that have built-in security features such as encryption and authentication as well as editing restrictions. It should be able create an audit trail for each document and record who edited it during the time. This will help prevent important information from being lost or overwritten and will always keep the most current version available.
The majority of businesses use email to communicate internal and external communications however, relying upon it for file transfer poses serious security dangers. A DMS must permit businesses to securely share documents through a client portal to clients. It should also be able of integrating with identity providers in order to facilitate user authentication.
Choose a cloud DMS that is regularly backed-up, safeguarding against corruption and loss in the event of the occurrence of a data breach or technology failure. It should also be able to restore backups quickly. For extra peace of mind, look for an option that provides at least two levels of redundancy including one located in a distant location to protect against natural disasters.
