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.