Every business has to deal with the issue of security for documents regardless of whether they have physical documents or digital. If documents end up in the wrong hands, it could affect the confidence of clients and even put existing deals at risk. It’s vital that companies have robust procedures to protect both offline and online documents.

The most effective document management software will come with a variety of features that help to secure documents. A lot of them will include password protection, encryption and VPNs. In addition, these tools will be able to restrict access to specific ports, like USB and flash drives. This will help protect your confidential documents and prevent them from being taken. It can also prevent employees from accidentally leaking information by connecting personal devices.

Another great way to protect your documents is to use a document tracking system. You can check who has access to and read a document and track their IP addresses and locations. It will also inform you when they attempt to print or download a file from an unfamiliar location.

This is particularly useful for remote teams that work across a variety of platforms. It is all too easy for them to leave a document open on a laptop or to send an email with a wrong attachment and then have their sensitive information accessible to anyone who needs it. Document tracking systems will ensure that only those who require to see or edit the document are able to do so and that any attempts to access the document are flagged.

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