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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. http://www.papersave.com/blog/bid/207344/Secure-client-information-by-going-paperless
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www.papersave.com [email protected] 877-727-3799
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 [email protected] 877-727-3799
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.
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Tags: paperless office, document management software