Document security is no one's favorite conversation topic. It's stressful, often complicated, and usually leads to more questions than answers. However, avoiding document security will only get your company into trouble--so let's start a conversation that might actually help.
Why is Document Security so Important, Anyway?
Of all the security elements you need to be aware of these days, you may think document security doesn't rank very highly on the list. After all, things like your networks and computers are far bigger and more expensive, so doesn't it make sense to focus on them first?
The truth is that document security can't be compared to other security types. Instead, it should be viewed as just one element of a multifaceted approach--an approach that treats your company holistically and defends all of its moving parts at the same time.
Imagine the life-cycle of a document. It's created on a computer, printed at a multifunction device, handed over the wall of a cubicle, annotated at a meeting, scanned at another multifunction device, communicated over your network, shared via an online application, and finally stored in your digital data banks. That means a document touches almost every other element of security, from printers to networks to online data-sharing applications.
Document security is important because it's part of every other type of security, so it's important to treat it as such.
Ways to Improve Document Security
Now that you know why document security is such a big deal, it's time to tackle the second part of the conversation: how to handle it. Here are a few ways to improve document security in your business:
- Don't get complacent.
Even if you were a document security pro yesterday, you'd still have more research to do today. That's the nature of the document security game: The threats are always changing, so the solutions need to do the same. Don't get complacent when designing security procedures and approaches; instead, stay aware of evolving threats so you can respond appropriately.
- Protect the physical and the digital.
In our document life-cycle example, we saw a file take many forms as it traveled through the workflow. To be as safe as possible, this document needs to be defended every step of the way--whether it exists as a piece of paper or a file on your mobile device.
- Adapt, don't replace.
Some document security approaches may still have plenty of merits, even if they were designed to face much different threats. If this is the case, consider adapting your approaches rather than completely replacing them. This helps you build a framework of flexibility and scalable solutions, but it also keeps procedures familiar for employees.
In conclusion, document security may not be a fun or comfortable topic, but it is nonetheless an important one. Luckily, with the right approach, you can help document security make more sense--and that's the first step in simplifying the whole process.
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