Reducing Your Risk with Document Management Systems

filing-error

The use of documents in a company is so pervasive that it would be difficult to figure out how to stay in business without them. And these days, those documents are at more risk than ever thanks to the many cyber threats facing them. More thieves than ever are searching for valuable data they can steal from businesses, so it's more important than ever to keep them as safe as possible. 

Converting Company Documents

When your company's documents are all in hard-copy form, they are vulnerable to being stolen. It isn't just thieves who might come in to take them- it can also be people who take files they don't need or leave them somewhere that makes them easy targets. Several threats to company papers exist while there is a hard copy that can easily be stolen, misplaced, or copied. That makes it important to convert those pages into digital files so that there is no hard copy there to be taken or lost.

The Filing System

Another way that files get easily lost or stolen is by having an ineffective filing system. When a system is difficult to use, it is far more prone to user errors. If a file is placed under the wrong letter, it can be challenging to find. There may be thousands of files that would have to be combed through to find it. Using digital filing systems virtually erases this problem. Documents in digital form are extremely easy to organize and to find later. Not only can they be found by subject or dated files, but a search can also be done for phrases in the document to make it even easier to retrieve the right one in seconds.

Digital File Theft

When a document is in digital form, there is the danger of cyber theft. Luckily, numerous security measures can be used to protect them. Having strong passwords, network security features, and limited access to the documents all will keep them safer. With these document management systems, the files can only be accessed by those who need to be able to see them, with everyone else, including employees in other departments, kept out.

If you want a better document management system for your company, contact us today to find out how to get started.