Companies deal with a large amount of sensitive information and a breach of the security of that data could cause irreparable damage to brand reputation trust among customers, as well as possible legal issues. Secure document storage helps reduce these risks and ensures that the business operations continue without interruption.
Storage of data in a secure facility offsite safeguards physical assets from various threats, including natural catastrophes and theft. Additionally, it will eliminate many of the costs associated with maintaining paper-based systems. Additionally, it can streamline workflow processes by permitting documents to be swiftly transferred between devices for instant access.
Secure document storage systems should include site features such as access control, encryption, and other features that stop the misuse of data by anyone else. It should also include a data backup system and activity monitoring to detect suspicious activities, and an easy-to-use interface that encourages employees to use it and makes the storage of confidential data an easy part of daily work.
View-only functions also help to protect intellectual property by preventing users from editing or downloading files to their own devices and computers which makes them less susceptible to ransomware threat. Dynamic watermarking provides an unique stamp that lets anyone who views a document who they are working with, helping companies to identify the criminals when a data leak occurs.
As businesses grow and expand, it is essential that their secure document storage online provider is able to accommodate the growing needs. The best provider should offer the ability to scale their services, and offer flexibility to increase capacity as needed and ensure that workflows are not interrupted.