As technology advances, so does the need for secure document management. Every organization works with confidential documents in some way. Unfortunately, document security can be easily compromised due to common vulnerabilities, such as leaving printed pages in the open or in unprotected filing cabinets.
Let’s look at four of the most common document vulnerabilities in the office and how document management software can help reduce them.
1. Printed Pages Sitting in Printer Output Trays – One of the most common document vulnerabilities is leaving printed pages in plain sight in printer output trays. This is particularly concerning if those pages contain confidential information such as employee records or customer data. With document management software, printer access can be restricted to authorized personnel. In addition, print tracking can be enabled, so it’s easy to know who printed what, and when it was printed.
2. Unprotected Filing Cabinets – Another common vulnerability is unprotected filing cabinets where confidential files are stored without security. A file cabinet may be locked, but if there are no restrictions on access, anyone with a key could view these files without authorization. With document management software, permissions for each user can be set so they can only access the documents they require for their job. This will ensure that all confidential files remain secure and are only accessed by authorized personnel with proper clearance levels.
3 . Wastepaper Bins – When disposing of confidential information, it is essential to use a secure shredding service or dispose of all information through an appropriate waste bin or receptacle to avoid potential security breaches, but this doesn’t always happen. With a document management solution, automatic rules can be set up so that all confidential files are securely deleted after a specific time. This will ensure that no unauthorized person can access your sensitive information.
4 . Office Desks – Another potential vulnerability is when people leave documents lying on their desks. With a sound document management system, users accessing digital documents can be tracked, and activities such as printing, copying, editing, deleting, etc. can be monitored. In addition, alerts for suspicious activity can be configured to identify potential threats quickly.
Document security is essential for any organization working with confidential materials and should not be taken lightly, as breaches can lead to financial and legal consequences. However, by using the right tools, such as document management software, organizations can reduce their vulnerability by setting up permission levels and restricting access to certain areas, enabling print tracking, setting up automatic disposal rules, implementing alerts for suspicious activity, and much more.
The security features of a document management solution will help keep your customers’ documents safe from potential threats while making it easier for them to find quickly and efficiently what they need.
Help protect your customers’ sensitive data with IS Docs from ISI. Contact your Impression Solutions representative today to schedule a discovery conversation and learn how IS Docs can keep your customers’ information safe!
Impression Solutions Inc. is a value-add, full-service distributor of printing and imaging solutions. ISI offers their dealers, resellers and their end users unparalleled service and support as an OEM full line authorized distributor of Kyocera monochrome and color printers, MFPs, Wide Format Printers, printer accessories, printer supplies and customized printing solutions.
Recent launches include Virtual Inventory Services and IS Docs, a turnkey Document Management program for Imaging Dealers to grow their monthly recurring revenues (MRR).
ISI maintains a full inventory of over 2,200 SKUs of printer products ready for same-day shipment from their 35,000 square feet of warehousing space in 5 distribution centers from coast to coast.