Does your government organization need improved document control practices? As a government entity, you are responsible for securing hundreds of thousands of documents. Are your documents protected from manipulation, unauthorized use, and being destroyed? Hard-bound or paper-based records are vulnerable to misuse or damage.
File cabinets house paper-based records. As a result, you have limited control over who accesses the records or what happens when accessed. Moreover, you do not have a mechanism to know if modifications were made. Lastly, if your government office would happen to experience a natural or man-made disaster, your paper-records would be destroyed.
How does document control prevent these situations from occurring? There are several ways in which document control software protects your data. This post will cover the three most important features for protecting your data.
Control over Access
With document control software, you can have control over record access. You establish who has access to which records. These access rights are based on job classifications or individual employees. By restricting access to your most privileged documents, your data is more secure.
To additionally protect your data, you can establish view only rights. With view only rights, authorized employees can access your documents, but they can’t make modifications to them. If you determine specific employees are allowed edit/modification rights, then item by item changes are monitored based on individual employee actions. This type of data control is impossible with paper-based records.
Prevention of Destroyed Records
Reduction in lost or destroyed records is the last way document control protects your data. While paper files stored in a basement are subject to mold, mildew, and flooding, electronically stored records are exempt from these disasters. For advanced security, your government office can store records in the cloud rather than on servers. Servers could succumb to a flood or fire.
By using document control, you can protect your records. The top three ways in which you can protect your records include establishing control over accessing of records, identifying edit/modification rights, and the protection of data. As a government entity, it is time to move your records to electronic filing. For further protection, you should investigate a cloud-based document control system.