Secure Document Management

The proper digital tools and systems make it easy to keep documents protected throughout the https://boardroomtalk.org/nonprofit-board-software-advantages-and-disadvantages/ entire process. From submission of a form to execution the document workflow that incorporates a document administration system (DMS) helps to reduce time, improves accuracy, and guarantees security from start to the end.

Select a DMS that can scan documents and convert them into PDF files that have built-in security capabilities like encryption as well as authentication and editing restrictions. It should be able to create a full audit track for each document and record who edited it when. This will stop important information from being deleted or overwritten and will always keep the most current version accessible.

Email is used by most companies for both internal and external communications however using it to transfer files can pose significant security risks. A DMS should allow businesses to securely share documents through a client portal to clients. It must also be able to integrate with identity providers to simplify user authentication.

Choose a cloud DMS that is regularly backed-up, safeguarding against loss and corruption in the event of an attack on data or technological failure. It is also able to restore backups quickly. For additional peace of mind seek out a solution that offers at least two levels of redundancy including one in a geographically distant location to shield against natural disasters.