Security of documents is a problem which every business must address regardless of whether they are storing physical documents or files on a computer. If documents are lost or fall into wrong hands, it could result in a loss of confidence from clients and even put current deals at risk. It’s vital that companies have robust procedures to protect both online and offline documentation.

The most effective document management software will include a variety features that help to secure documents. These will include encryption, password protection and VPNs. These tools can also limit access to specific ports like USB and flash drives. This will help to safeguard your sensitive documents from being stolen. It will also stop employees from accidentally leakage of data by connecting their personal devices.

A document tracking system is another excellent method to protect your documents. You can track who has read and accessed the document, and monitor their IP addresses and locations. It will also alert you if someone attempts to print or download files from a different location.

This is particularly helpful for remote teams who often operate on a variety of different platforms. It is easy for them to leave a document open on a laptop or to send the wrong email attachment, and then have their personal information available to anyone who wants it. Document tracking systems ensure that only those with a need to view or alter a document are able to edit or view the document. Unwanted attempts will be spotted.

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