5 Ways in which DMS Helps to Secure your Data

 

To ensure data protection, you need the best solutions available. It is especially true during the pandemic when cyber threats are rising across industries, and organizations worldwide face complex challenges protecting their information from being hacked or compromised. Did you know that cloud-based document management systems (DMS) can also help your data security? The efficiency-boosting benefits are great, but it's worth considering how secure we would be without losing control over our information.

 

Best features of document management system

 

• Going paperless protects your data

Among the many issues with paper documents, one of the biggest concerns is how easily they are stolen. The theft of company documents is a serious matter. The would-be thief only needs to locate your files, enter the building and take the folders containing the documents they need. The files could end up in the hands of a thief, who will simply photocopy them. You'd be none wiser. It doesn't have to be an outsider; consider that a disgruntled employee has easy access and knowledge of your files.

By opting for a paperless solution, you can avoid these scenarios. A DMS should be able to convert crucial files into digital documents and store them somewhere data thieves cannot just stroll in. 

 

• A cloud-based DMS secures your data.

To protect your files and data from theft and loss, the importance of document management system cannot be understated. DMS software like Docupile takes full advantage of the cloud's security features and employs its measures. 

They include:

 

• Authentication

When it comes to keeping unwanted users out of where data is stored, most DMS software employs two-factor authentication or multifactor analysis. Hacking has become more complex with the introduction of two-factor authentication. With this system, users must submit their biometric data (such as fingerprints) and a specific PIN for each service they wish to access. 

Docupile takes this a step further with identity provider (IdP) integration. The system verifies the identity of users before they can access your files with data from IdPs like Windows Active Directory, Azure AD & Google accounts.

 

• Encryption

Encryption is a significant security feature that ensures the data within your system can't be read or used by hackers. 

DMS servers use encryption to protect the integrity of data. Only authorized logins have access with an encoding key that can decipher its contents, which are then transformed into jumbled code. High-level encryption is the best way to keep your files safe. Different DMS software uses various methods, so you must search for one that uses high-level solutions and protect them with a more vital key than others do. 

Docupile, for instance, uses top-rated encryption for superior security.

 

• Audit trails

DMS software is a must for any company interested in maintaining its security. You can identify who has accessed your files and when they did it and made changes during that time frame with an easy-to-use interface!

With an audit trail, you can identify the cause of theft or loss and potential culprit with pinpoint accuracy. You'll also be able to take corrective actions to prevent future occurrences of this type, which is crucial for protecting your company's revenues. 

 

• Permission control

With a DMS, you can limit what specific users do to your documents. You have actual control over who has access to which files and how they're allowed to use them! With this feature, you are assured that nobody will be able to access or modify any of your important files they shouldn't be accessed in the first place.

You can't implement a zero-trust approach to securing your data without access control. This security model gives you the ability to limit users' access and privileges just enough for them to accomplish their tasks while requiring authentication before making any changes to your system or files.

 

• Redundancies

If security measures fail, redundancies are a surefire way to ensure you never really lose access to your critical data. Docupile creates multiple backups of your crucial files. They are helpful for quick and easy recovery following a disaster or successful cyberattack.

Backups are stored in multiple servers spread out across different geographical locations. You can rest easy knowing that if one server fails or is destroyed, all other servers will keep your files functional, intact, and accessible.

Docupile makes it possible for businesses to process and secure their documents efficiently. Learn how we can help your business grow by scheduling a personalized demo today.