SECURE CLIENT INFORMATION BY GOING PAPERLESS In the digital age, one of the most major concerns for companies is keeping their data and their customers' private information secure within document management software. The concern is an understandable one with cybersecurity compromises cropping up in the news, file theft is fairly frequent and often happens to unsuspecting users of cloud technology. However, this worry shouldn't prevent businesses from going ahead in adopting paperless strategies and improving their office's electronic workflow, as there are plenty of precautionary steps it can take to protect their and their customers' best interests. How to protect digital data Fortunately, many paperless solutions now come fully equipped with a number of security options that can take care of the data that is stored within a newly acquired infrastructure. With a reliable program at a business's disposal, there is the capability for redaction of data with a number of annotation options for document storage. This enables a company to feel comfortable storing potentially sensitive data without worrying about whether any of the information will be stolen by a hacker, increasing peace of mind while maintaining a consistent system. However, digital security doesn't end here - employees must also be sure they are careful not to swap private information over email, an article in CPA Practice Advisor explained. "The most common mistake professionals can make is sending an email to a client with sensitive information (SSN, TIN, account numbers, etc.) in either the message of the email or in an attached file," the source explained. Taking personal precaution in addition to using a paperless system that includes built-in security features can only stand to improve an organization's standard for protection, which can be used as a marketing point for the brand. www.papersave.com
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Taking care of tangible private data Once your paperless document management system is more secure, it's important to responsibly dispose of existing paper stored in clunky old file cabinets to avoid possible theft and data compromise. This means acquiring a shredder that can handle large amounts of paper and a plan to recycle the remains of the old documents - some paperless solutions include these machines, while other businesses choose to select their own. Environment advocates EcoCycle suggested taking this practice a step further in a recent article. "Instead of shredding, consider ripping off sensitive elements of your documents (bank account numbers, social security numbers, etc.) and shredding or ripping only those parts, leaving the rest of the page whole and recycling it with your single-stream recycling," the source recommended. Simple precautionary actions like these can go a long way in keeping the business's reputation intact and customers at ease when entrusting their information to the organization they purchase from. Data security is something that businesses should be serious about and seek the same level of priority in their document management software of choice. When a company doesn't need to worry about the safety of physical data and can rest assured that its infrastructure is highly protected, it can continue to focus on its electronic workflow and keeping office operations running smoothly. _________________________________ Ready to kick your paper habit? Register for an upcoming webcast! Learn More about PaperSave: Case Studies | Demo | News and Events | WhitePapers | Webinars | Videos | Contact Us Tags: paperless office, document management software
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