6 ways to improve your document security
The digitalisation of recent years has drastically increased productivity and efficiency across all types of organisations. And thanks to hybrid working, flexibility in how we work has also increased. The way information is shared and communicated has shifted to the digital landscape. Employees deal with digital documents every day. It is therefore of enormous importance that everyone creates awareness around document security.
Here are 6 tips to help you improve document security within your organisation:
1. Store documents digitally
This may seem obvious, but storing your documents digitally provides many security benefits. For example, you can set passwords and permissions so that only authorised individuals have access to those documents. Digital documents can always be easily traced. This includes information about who accessed the documents and when. This can be useful for compliance and audit purposes.
2. Make regular back-ups
Always make back-ups of all documents on a regular basis. This protects your organisation against data loss from hardware and/or software crashes or data loss due to fire. Data can be quickly recovered and downtime will be minimal. Some industries even have regulations that require companies to maintain back-ups of certain data.
3. Keep data within borders
Since the introduction of the General Data Protection Regulation (GDPR), people have more privacy rights. It is therefore important to know where your data is stored. There are differences in data protection laws and regulations between different countries. By storing your data within your own country or state, you ensure compliance with the applicable laws and regulations of your jurisdiction. This can provide additional security and protection against data breaches or unauthorised access.
4. Train your employees
Many security incidents are caused by human error. Employees can fall for phishing scams, share passwords, or accidentally disclose sensitive information. This means that your employees are the first line of defence when it comes to protecting your organisation's data. By training your employees to recognise and avoid these kinds of errors, you can reduce the risk of a security breach.
5. Inventory all devices
Keeping track of the technology equipment you have is a necessary step in securing your business data. Recording the location, condition, and software versions of equipment ensures that you can identify and assess risks, so you can take the right measures to minimise them. In the event of a breach, you can quickly determine which devices may have been affected so that appropriate measures can be taken. This is also very useful for compliance purposes, as you can track who has access to devices and when.
6. Protection against fraud with electronic signatures
Using a digital signature reduces the risk of document tampering. Cryptographic certificates are used that indicate whether the document is intact and therefore does not differ from the original. When using a digital signing solution, you are assured that the document that was sent can no longer be modified after signing. A loose document sent by post or email can of course easily be fraudulently altered.
Digitalise the signing process with the digital signature from ValidSign
Daily tasks such as processing paper documents, waiting for signatures, and filling in forms are not only time-consuming but also frustrating. Through ValidSign's standard connectors, digital signing can easily be integrated with your current applications and processes such as contract management can be digitalised. In combination with the mobile app, you can log in and sign anywhere, anytime!
ValidSign's user-friendly, fully cloud-based solution offers every organisation the ability to digitalise with minimal effort. ValidSign is hosted in the reliable and highly secure data centres of KPN, ensuring compliance with current and new European regulations regarding data protection and privacy.
Would you like to know more about how ValidSign's digital signing solution can be incorporated into your business processes?
Fill in the form or contact our sales department via email: sales@validsign.eu or phone: 085 - 303 3676 and request a no-obligation demonstration or introductory meeting!
