If your business handles sensitive documents then controlling user access is a likely a key concern. Auditing user access is important for ensuring document integrity, maintaining compliance, and protecting user/customer privacy. A company-wide memo and a customer’s payment information require different levels of protection. In almost every industry there is a need to determine levels of access; some examples of sensitive documents might include:
It’s important to strike a balance between ease of access and security. Some employees will need to be able to view and edit these documents. However, you still want to ensure that sensitive information is well protected by minimizing access.
Ensuring proper employee access to documents depends on how they are stored and accessed. Files can be stored physically in file cabinets, digitally on a computer, and digitally in an Electronic Content Management Software (ECMS). Each of these methods of storing your files offers different pros and cons.
When you think of storing documents, one of the first things that come to mind is a room full of filing cabinets. Physical storage in locked cabinets is indeed a common answer to securing documents.
Digital documents are becoming more and more important in all business processes. It’s not uncommon for sensitive documents to be shared by email or stored on local desktops.
An ECMS is a great way to organize and store many different types of files. By storing your documents in an ECMS you are able to easily control user access.
In general, digitally storing and securing documents is going to be the most convenient option. There is a learning curve to using an ECMS, but it saves space, allows you to track access/changes, and protects documents from unauthorized access and natural disaster.
In reality, your business is likely to use a combination of all three methods. Ultimately, it will be a matter of clearly defining the access and retention policies for each type of document you handle. Archived documents that only need to be stored for a short retention period might be fine if stored in a locked file cabinet. Since they likely won’t need to be accessed before being shredded at the end of their storage period, easy access may not be a concern. If that is addressed it becomes easier to select a storage solution based on your user needs.
DOMA offers several solutions to help with your business’s Digital Transformation. Start your transformation with our Scanning Solutions and take your files from paper to digital. Once your files are digital you can use our DX Software (DX), which allows your employees to collaborate securely. In DX you can control your user’s access and track any changes they make to documents.
DOMA Technologies (DOMA) was founded in 2000 as a Cloud-based document management company. Today DOMA delivers comprehensive solutions using the latest tools to help you collaborate with enterprise data. DOMA captures and transforms information through digital solutions using hyper-automation. Our data and document solutions pair traditional practices like scanning with advanced cloud technology to extract, convert, and visualize the data trapped in your documents.
These services, along with the DOMA Experience (DX) software platform are designed to help support your organization’s Digital Transformation journey. With a considerable portfolio of government, healthcare, education, and commercial business customers DOMA has the experience and infrastructure to deploy integrated solutions that address your business challenges with innovation. Contact DOMA to digitize your workflow; DOMA makes complex operations simple across a wide range of industries.
Learn more about Enterprise Collaboration with DOMA’s DX Software.