5 Ways a DMS helps secure your data

5 Ways a DMS helps secure your data

Considering the cyberthreats companies across the globe face, especially during the pandemic, you need to protect your data with the best solutions available. Cloud-based document management systems (DMS) are well known for their efficiency-boosting benefits, but did you know that they can help with your data security too?

Going paperless protects your data

There are many issues with paper documents, among which is how easily they and their contents are stolen. Think about it: all a data thief has to do is enter your premises, find the right file cabinet, and take the folders containing the documents they need. A thief may also simply photocopy the files and you would be none the wiser. It doesn’t even have to be an outsider either; bear in mind that a disgruntled employee has easy access to your file cabinets.

Eschewing paper documents lets you avoid these scenarios. Paperless solutions like a DMS let you convert crucial files into digital documents and store them somewhere data thieves cannot just saunter into.

A DMS secures your data through the cloud

To protect your files from theft and loss, DMS software like PaperSave take full advantage of the cloud’s security features and employ measures of their own. These include:

1. Authentication
Keeping unauthorized users out of the servers where your data is stored is a given. To do this, most DMS software employ two-factor authentication or multifactor authentication. These make hacking difficult by requiring users to submit two or more proofs of their identity, such as biometric scans or one-time PINs.

PaperSave takes this a step further with identity provider (IdP) integration. This system uses data from IdPs like Windows Active Directory, Azure Active Directory, and Google accounts to verify the identity of users before they can access your files.

2. Encryption
On the off chance hackers penetrate your system, encryption ensures they won’t be able to read or use the data within. DMS servers use encryption solutions to transform their contents into jumbled code. Only authorized logins can decipher the code using an encryption key.

Needless to say, different DMS software use various encryption methods, so you must search for one that uses high-level solutions to protect your files. PaperSave, for instance, uses top-rated SHA-2 and 2048-bit encryption for superior security.

3. Audit trails
With DMS software, you know who accessed your files, when they did it, and what changes they made. These audit trails do not just reveal the potential culprit during a theft or loss, but they also help you identify and initiate corrective actions to ensure the event doesn’t happen again.

4. Permission control
With a DMS, you can actually control who has access to which files. You can also set limits on what specific users can do to your documents. This feature helps prevent anybody from taking or modifying files they shouldn’t be accessing in the first place.

Access control is crucial if you want to implement a zero trust approach in securing your data. This security model limits users’ access and privileges to just what’s enough for them to accomplish their tasks, and requires authentication before they can make changes to your system and files.

5. Redundancies
Should security measures fail, redundancies are a surefire way to ensure you never really lose access to your data. PaperSave creates multiple backups of your crucial files, which are useful for quick and easy recovery following a disaster or successful cyberattack.

These backups are stored in multiple servers that are spread out across different geographical locations. In the event that one server fails or is destroyed, all the other servers — as well as your files — will remain intact, functional, and accessible.

PaperSave makes it possible for businesses in Florida to efficiently process and secure their documents. Learn how we can help your business grow by scheduling a free personalized demo today.