Secure Document Management

The right digital systems and tools allow you to keep documents protected throughout the entire process. A document workflow that incorporates an integrated document management system (DMS), from form https://boardroomtalk.org/nonprofit-board-software-advantages-and-disadvantages/ submission to execution, saves time, improves accuracy, and guarantees security from start to finish.

Select a DMS that can scan documents and convert them into PDF files with built-in security capabilities like encryption and authentication as well as editing restrictions. It should be able to generate an audit trail for each file and track who edited it when. This will keep important data from being lost or overwritten and will always keep the most current version available.

The majority of businesses utilize email for internal and external communication however, relying on it for file transfer poses serious security risk. A DMS will allow businesses to share files securely with clients through a client portal, and it should be able to integrate with identity providers to simplify user authentication and control of access.

Choose a cloud DMS that is regularly backed up, protecting against loss and corruption in the event of an attack on data or technology malfunction. It should also be able to restore those backups quickly. To ensure your security consider an option that provides at least two levels of redundancy including one located in a remote location to shield against natural disasters.