How secure document storage solutions can protect your business

Companies around the world have firsthand experience with the difficulty of securing and managing paper documents in a digital age. Whether this is due to current legislation, internal records policies, or a lack thereof, many organisations still have on-site file storage rooms that they struggle to manage and protect.

But in today’s data-driven business environment, this is no longer acceptable. In simple terms, paper documents are always at risk. Even if they’re under lock and key, they can be easily seen by unauthorised individuals within a company or even a visitor who picks up a file by accident. Paper documents can be misplaced, damaged, or even accidentally thrown away, and with the prominence of hybrid workforces, they make collaboration more difficult. Forward-thinking businesses are using secure document storage solutions that leverage digital technology to ensure their data is stored and accessed securely. 

As businesses are under increasing pressure to resolve such issues, the solution lies in going digital. By implementing a Content Services solution such as Enterprise Content Management (ECM) – tools intended to automate manual processes and make efficient use of business content and data – companies can store documents digitally, enabling them to control access and protect their information through automated backups and the latest data security technology. Here are three ways that you can improve the security of your document storage with a digital solution.

1. Digitise your paper documents

Misplacing or losing a document is no longer a valid excuse when an employee is unable to serve a customer or sign off on a deal. Clients expect businesses to safeguard their data and use secure document storage solutions to protect it. These days, the records management risks that come with housing your own paper documents are far too significant.

A company file room is no fortress, as most of them don’t even feature adequate security measures to restrict access to it. Paper files can still be taken out and never brought back; they can disappear, and they’re even prone to significant damage from fire or flood. With all these potential hazards businesses face daily, it’s time to digitise your file room and reduce your document security risk.

Implementing electronic data storage means there is a significantly lower risk of documents falling into the wrong hands, and they are always readily available and fully restorable – all of which can be practically achieved with content management tools. Digital content management solutions feature advanced technology, including artificial intelligence, end-to-end encryption that keeps data secure by preventing unauthorised parties from reading it, and automatic backups that ensure data will not be lost by storing it in a centralised off-site location (if you have an off-site backup available) or in the cloud.

2. Authorised personnel only

A significant concern for businesses revolves around how to prevent unauthorised individuals from accessing highly sensitive data. Paper documents can fall into the hands of just about anyone, and there’s simply no way to track who has seen or edited them. In other words, it’s time to bid farewell to old-fashioned filing cabinets and invest in more secure document storage solutions. 

Businesses nowadays need tools to help them ensure data security and integrity, and this is where the latest digital solutions come in. Without digitising documents, companies can't monitor who is accessing and editing files, and when. Access can now be strictly controlled and audited by using the tools included in Content Services solutions. 

With such a tool, managers can grant permissions or access rights to specific documents to individuals or groups within the company, as well as to external users if the external access feature has been activated. Moreover, rules can be established so that only those on the appropriate management level can access specific data.

3. Track document access

Beyond simply protecting who can access information, Content Services solutions such as ECM enable businesses to track who accesses a document, which part they accessed, when it was accessed, and how they accessed it. This provides far greater visibility and transparency, which is key as companies look to ensure confidentiality and integrity.

This feature is most valuable for audits or complaints. Changes can be tracked, and issues can be rapidly identified, avoiding the cloak of anonymity. By leveraging this aspect of document digitisation, businesses can ensure that their most confidential information remains secure, even after granting access rights. By analysing every time a document is accessed, firms can ensure their security policy is working as planned and that staff have the correct permissions.

When it comes to data protection, vigilance is everything. Tracking access is the ultimate way to monitor all of an organisation’s documentation. 

Content Services are not only useful for efficiency and office organisation – they also play a significant role in modern security strategies for businesses. Digital document management enables enterprises to trace all actions and eliminates the risk of losing, damaging, or destroying documents. In the end, this is crucial not only for internal company information but also for protecting customer data.

Businesses are handling more documents and data than ever before, and many are struggling to keep up. The answer to this challenge lies in leveraging modern technologies, such as Content Services, to drive business efficiency and growth. Download the ebook today to learn more.

KYOCERA Document Solutions supports Australian and New Zealand businesses on their digital transformation journey with innovative products and software solutions.