Electronic document management is a time, money, and space saver, but it also provides a secure way of storing information. To some, internet and security seems counter intuitive. For example, can it possibly be safer to put a document online than to hide it away in an offsite storage solution? By doing this, aren’t you opening yourself up to security breaches? However, when we talk about securing documents, we are not just talking about the ability for it to get into the wrong hands. Equally important is the need to make sure we keep it secure from destruction, loss, and becoming outdated. How can electronic document management increase the security of your delicate information? Let’s look at a few ways you can increase your security, and make your data collection and maintenance easier.
Safer Sharing and Access
Many people believer that documents housed in a locked cabinet have a low chance of being seen by the wrong people. In reality, documents don’t stay locked in one location forever. For example, many types of secure forms need to make the rounds among certain people in order to get approval. That route needs to be be safe and secure. The security methods for sending hard copy documents from one person to the next is not always safe. Envelopes can be opened and emails sent to the wrong person. These things can easily happen in your attempt to disseminate information. With electronic document management, you can house the documents in a secure, password protected online vault. Only specified people can access and make changes to the information. Not only that, having documents online means there will always be a trail to follow to see who has accessed the information.
Better Backup Systems
Having only one copy of anything important opens you up to problems, especially if that copy gets lost or destroyed. All it would take is an office move, a change in management or a destructive force like fire to leave you in a bind. Electronic document management allows a secure location for documents to stay where they can be monitored. You can create multiple backups without taking up valuable copy paper or office space to house duplicates. Backing up your files online will give you the peace of mind that you will always have access to your important data and forms.
Staying Up to Date
What happens when requirements change, causing your forms to change? Getting updates from all necessary parties can be time and space consuming. One little change on your hiring paperwork could tie someone on your staff up for months. They would be pulling old forms, getting new ones signed and then hand filing them again. You also run the risk of not being alerted when a new requirement comes into play. Electronic document management allows for seamless form updates that can alert you to new industry standards. New forms can be created seamlessly so that you are confident you will always meet the current requirements for your industry. Rather than putting all that legwork into a new requirement, the process can be managed much easier electronically.
Electronic document management helps increase your security control. Moreover, remaining up to date on industry requirement changes is easier when you choose electronic document management. Change is inevitable and taking your system online will save you the stress of trying to manually maintain security. With an overview of what and how your documents need to be managed, you can find the best software and licenses for your needs.