How To Keep Your Information Secure

By Author: Donald Nason
Total Articles: 48
Comment this article

Today, businesses are becoming increasingly more concerned about information security as there have recently been a number of serious attacks on some large, high profile organisations. This fear has been amplified in the news, and now businesses are looking for new ways to take a stand against those who breach security and steal important and valuable data.

Paper and hackers are considered the main contributors of the loss of data, and although a business cannot anticipate when or if a hacker my strike their security system; they can do something about reducing paper documents.

There are many solutions out there that can help businesses reduce their reliance on paper. The trouble comes when trying to select the right one for your business. Solutions such as invoice processing, document archiving and digital mailroom can help to improve security and reduce the amount of lost documents, as well providing your business with numerous benefits such as a reduction in costs and increased efficiency.

One of the major problems with paper documents is that they can get lost, misplaced or even stolen quite easily if ...
... they are not filed correctly. This causes a lot of damage to a company’s reputation as well as their business. If a paper document is misplaced, it can be very hard to find it again. However by investing in an automated solution all documents will be electronic stored alone. IMS will also improve security, as access can be granted on different levels, so only those with the right level of security will be able to see important documents.

If your business is more concerned about older documents being misplaced, lost or stolen, then a solution which can help protect this information is a document archiving solution.

This solution will allow you to store all your documents online, helping to keep your documents safe. Employees can also retrieve any document instantly rather than spending hours trying to find it in a filing cabinet or other storage system. Other benefits of a document archiving solution include:

-Instant access to corporate information
-Faster response to queries
-Seamless integration with back end business systems
-Print or email copy documents on demand
-Audit trails for every document
-Secure document storage meets legal and compliance requirements
-Can be supplied to suit multiple users’ languages within one system

For some businesses incoming mail is one of the main contributors for losing documents, and in this case a digital mailroom solution can help.
A digital mailroom solution will capture and classify all information entering into an organisation, then route it to the appropriate person, department or backend ERP, CRM, ECM or workflow solution. This will significantly reduce the amount of paper distribute around the organisation, which will therefore decrease the number of lost documents due to every document being digitised.

In the UK, it is estimated that 73% of documents received by companies are paper documents, which is an extremely high number and is most likely costing businesses a lot of money to process these documents. Some of the key benefits of a digital mailroom include:

-Lower operational costs
-Increase efficiency in all departments
-Increase customer service/satisfaction
-Improve mail security
-Streamline operations and conform to regulations
-Provide a fast ROI
-Via the elimination of paper
-Due to the elimination of manual processes in the mailroom and throughout your enterprise
-Through faster, more accurate routing of documents

Even though document management solutions will provide better security features, it is always good to start protecting your data from inside your business by implementing organisational polices; as this will outline who has access to what.

To find out more about Documation’s Document Management Solutions can help to protect your data, please visit our website www.documation.co.uk or email info@documation.co.uk.