Secure Document Management - PowerPoint PPT Presentation
Title:
Secure Document Management
Description:
Secure Document Management, is the utilization of a PC framework and programming to store, oversee and track electronic reports and electronic pictures of paper based data caught using a record scanner. – PowerPoint PPT presentation
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Title: Secure Document Management
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Secure Document Management
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Secure Document Management
- Secure Document Management, is the use of a
computer system and software to store, manage and
track electronic documents and electronic images
of paper based information captured through the
use of a document scanner. - Document management system (DMS) is used to
manage documents
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The Six Elements to a Secure Document Management
Solution
- Following are the ways that document management
can secure business critical documents. - Controlled Document Distribution
- Secure file access
- No misplaced documents
- Regulatory Compliance
- Disaster Recovery
- Digital Archiving of Rare Paper Documents
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Controlled Document Distribution
- Storing digitized documents makes it easy to
share and more importantly control access to
information. Unlike paper documents, you can
regulate who can access the files. While
electronic documents can be shared more easily
via email or web, you can protect sensitive
information by authenticating users who have
access to make sure that only authorized
executives can share those documents. If you are
worried about losing control of sensitive data
and having unauthorized documents in circulation,
you can adopt a digital rights management
technology to limit who can read distributed
files.
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Secure File Access
- You can use password protection and other means
to control access at the document or folder
level. Using a document management solution, you
can grant access rights by individual or at a
group level, just as you would share the key to a
paper file cabinet. And you can create an audit
trail to track who has accessed files, including
who might have changed it, downloading it, or
distributing it.
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No Misplaced Documents
- Eliminating paper means you cant lose paper
files. Employees can spend hours trying to track
down misplaced or lost paperwork, and even
sensitive paperwork can be left in the wrong
place for anyone to find. With a secure document
management solution everything is cataloged and
stored electronically for easy retrieval.
Document management systems can find files using
keywords or phrases, or categorization, or even
text search. Make sure that whatever document
management system you adopt use can support
various forms of search and retrieval.
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Regulatory Compliance
- If you are audited for whatever reason you need
to be able to find all the appropriate paperwork
quickly. Using document management makes it easy
to catalog and retrieve everything you might need
in the event of an audit. For highly regulated
industries such as health care or accounting,
e-Discovery can be integrated directly with your
document management solution to make sure you can
comply with government regulations.
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Disaster Recovery
- Using a central document management solution
simplifies disaster recovery. Where paper records
could be lost in a flood or fire, digital
documents can be safely archived for easy
retrieval, especially if the document management
solution stores files off-site or in the cloud.
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Digital Archiving of Rare Paper Documents
- When you have important or historically
significant documents that need to be archived in
their paper form, a document management system
allows you to create electronic duplicates that
can be stored and managed electronically. This
makes it easier to access fragile or rare paper
documents without actually handling the original.
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