The Security of Document Management Software

Document Management Software is an incredible tool in our modern era. It allows you to manage all of your documents, but in a digitized space. Now with full ease and flexibility, you can collect, archive, categorize and manage business files. As the growth of industries continues, more and more firms are beginning to utilize a document management system for their business.

A common concern businesses often have is how safe or what security does a document management software have, we will look at a few ways that Document Management Software provides the best security possible to ensure an efficient and secure workflow

Role-based Access Control

The software allows you to grant different access and permissions based on each users's role within in the company. This can include and is not limited to Administrator, Manager, Employee, or even guests. Each individual can also gain specific permissions such as who can edit documents, approve workflows or even view reports.

Audit Trails

You can track user activity and changes to documents to identify potential security threats. There are logs that provide detailed records of user activity and any changes that will happen to documents within the system. In addition, there are settings that record changes made to system settings and configurations. These logs allow for full investigation of any behavior, something a regular system would not be able to accomplish with ease.

Encryption of documents

Document management systems come equipped with data encryption, rendering the documents unreadable while in transit. This reduces the risk of document details being exposed and makes it significantly harder for anyone to do anything malicious, should it fall into the wrong hands.

Security Patches

Professional document management systems offer constant and fast paced security patches to stay ahead of any potential discoverable attacks. Patch releases address security vulnerabilities and bugs within the software and introduces new security features to keep your software safe and efficient. These security patches can be both automated and downloaded manually. In addition, the user will be notified from the document management service when these patches are ready to be applied.

Watermarking

the software also allows the addition of invisible watermarks to documents to further track their usage and prevent unauthorized distribution. These watermarks may be added at any point in the document process.

Industry Compliant

many of these software such as DocuWare are designed to be industry compliant. This means that the software is regularly certified and tested by many independent third party institutions. In addition, document management software is helping organizations comply with but not limited to:

California Consumer Privacy Act (CCPA) which governs how companies around the world must handle the personal information of California residents. With this software you can store and process documents to ensure compliance.

General Data Protection Regulation (GDPR) which addresses the protection of personal data. This software provides features which include data subject access request and data portability to remain compliant with that.

Health Insurance Portability and Accountability Act (HIPAA) which regulates the protection of sensitive health information to prevent it from being disclosed without the patient's consent. Software such as DocuWare enables companies to secure documents to ensure compliance with this law.

Document Management Software is a powerful tool to have, not only does it provide extreme efficiency and elevate the whole business. But it adds so much more security and relief that it creates a low risk environment for your company as well.