In the digital world, security is of utmost significance for businesses. Endless data breaches and infiltration of sensitive personal information are the order of the day. In an effort to counter the menace, companies are applying diverse security solutions like anti-social engineering training and firewalls. Still, a crucial element that would make a world of difference in document security.
Why document security?
Safeguarding sensitive information is essential for various industries like education, healthcare, banking and the legal sector. And that is because these industries host client and customer records that would cause far-reaching consequences if they fell into the wrong hands. Ergo, document security is non-negotiable for seamless operations. Here are some of the best ways to ensure the uttermost document security:
Use of strong passwords
Passwords remain to be an apt way to keep sensitive documents safe. Strong passwords that are hard to guess are the first part of proper network security. Your passwords need to be at least eight characters, have a mix of uppercase and lowercase letters and have special characters. It is also best to avoid common words or phrases that are easy to figure out.
Digital Rights Management (DRM)
Digital rights management comes in handy in curtailing access and use of copyrighted digital assets. DRM tools are the answer to copyright holders looking to stop illegal modification and distribution of their digital property. Documents are more secure when copyright owners implement DRM. Access is limited to persons with adequate access rights.
Watermarking helps ensure safe user behaviour in document security. Watermarks prevent employees from leaking documents. And if the employees release any sensitive documents, it will be easy to pinpoint the source and identify the employee that released the sensitive information. Watermarking is instrumental in the construction industry. The watermarks on drawings ensure that they are not used or claimed by wrongful people.
Use encryption technology
In the digital realm, it is not uncommon for people to upload files to a digital solution, whether on-premises or in the cloud. And these documents risk interception by malicious people. The best way to keep them safe is by employing encryption technology to provide an extra layer of security. With encryption, unauthorised persons cannot read or view documents even if they access them. Encryption software scrambles the data, making it impossible for anyone without the decryption key to understand. Another alternative to ensure document security when sharing files is learning how to redact PDF file on Mac. That way, you can remove sensitive information form files before sharing them.
Employ two-factor authentication
Storing documents on the cloud is commendable. But the best way to ensure they are safe is using two-factor authentication. 2FA is an intelligent way to provide extra layers of security. Even if a malicious hacker accesses a team member’s password or login access, the high chances are that they will not have the rest of the details necessary for completing the login process.
A robust backup policy is a significant part of document security. It is risky to have only one copy of a critical document. Constant backing up files on the cloud ensures that there is always a plan B if anything happens to the original copy. Also, it is necessary to encrypt all the data you back up on the cloud to provide extra document security.
The ability to share documents over the internet is a superpower for collaborative work. It makes everyone’s job easier. Unfortunately, it also presents an opportunity for malicious hackers to intercept. Therefore, document security, despite a challenging undertaking, is essential.