Organizations handle an overwhelming amount of confidential information daily. From financial records to HR files, they often deal with sensitive digital documentation that demands proper security measures. Ensuring this data is adequately protected requires a robust document management system (DMS) equipped with tools like document encryption to safeguard against breaches and prevent unauthorized access.
Paperwise offers a secure document management system that helps organizations efficiently organize and secure their data. With its advanced features, such as file encryption and access control, companies can easily store and manage secure documents without compromising on safety.
Why You Need a Secure Document Management System
Recent statistics show that the global average cost of a data breach now stands at $4.88 million. This staggering number is more than a good enough reason for businesses to consider adopting a secure DMS. This is because a well-implemented and secure DMS helps to protect electronic documents from threats to sensitive data existing within company documents.
Moreover, a secure DMS allows you to keep important PDF files, legal records, or even paper-based documents converted into digital formats, organized and guarded securely. With features like encryption, audit trails, and version control, organizations save time, cut costs, and significantly reduce risks. Let’s dive into these features below:
Key Features of a Secure DMS
Document Encryption
Document encryption is a critical feature of a DMS. It transforms readable information in digital documentation into an unreadable format. To decrypt and access the original content, a passkey is required, which integrates seamlessly with password-protected protocols to enhance security. This method not only protects secure documents from leaks but ensures compliance with regulations demanding higher levels of security.
Access Control
With access control measures, you can determine who gets to interact with your DMS-managed files or folders. Such permissions can grant or restrict access, safeguarding proprietary information. By leveraging access rights linked to roles or document capture processes, businesses stay productive and protect their assets while aligning with strict standards.
Audit Trails
An audit trail is an indispensable tool within any sophisticated DMS. It records all activities, such as edits, access logs, and file-sharing actions, leaving a paper trail for accountability.
This capability not only helps detect anomalies or potential fraud but also ensures your electronic documents remain tamper-proof.
Process Automation
Process automation streamlines core activities like document capture, access control, or implementing file encryption. Automating these workflows significantly reduces manual effort, eliminates errors, and curtails operational delays. Using a systematic approach, businesses can reliably handle both digital documentation and converted paper-based files efficiently.
System Backup and Recovery
System backup coupled with recovery solutions add an extra layer of protection for your secure documents. The best DMS regularly creates backup data copies while securing them with document encryption. Furthermore, the backup copies created by the system allow for you to quickly retrieve critical files even after accidental deletion, system failures, or cyber threats.
How Paperwise Ensures Unparalleled Security in Your DMS
Paperwise’s document management platform leverages robust tools like document encryption to safeguard sensitive electronic documents. With our multi-layer approach, we utilized multiple levels of security measures to protect data both at rest and in transit.
With role specific permissions through access controls, users can be granted their rights according to operational needs. This includes capabilities like viewing or annotating files and interacting with specific solutions. Furthermore, file encryption methods actively protect secure documents, while periodic security scans maintain system integrity.
Documents stored in Paperwise DMS also come with AES encryption, giving documents and data the ultimate protection from unauthorized access. So, when you’re dealing with things like document storage, encrypted backups, or routing files or folders through automated processes, Paperwise can help you maintain compliance and bring peace of mind.
Contact Paperwise for Secure Document Management Solutions
Paperwise’s document management solutions provide businesses with reliable tools to securely handle both paper-based and digital workflows. From advanced document encryption to streamlined document capture and version control, we’ve designed our systems to keep your data protected, accessible, and organized.
Schedule a demo with Paperwise to discover how our solutions can transform your digital documentation processes while maintaining unparalleled security for your organization’s most sensitive data.
