Is communication security a priority at your company?
If not, it’s only a matter of time before a cybercriminal takes advantage of that vulnerability.
This is why document management has become more important than ever. It’s not just about making it easy to access and update documents. It’s now just as much about making sure unauthorized parties can’t do the same.
Why Communication Security Has Become Essential
When it comes to document management, communication security has to do with where files are stored (physically and/or virtually), who is allowed to access them, and even the protocols involved with disposing of them.
While document management has always been important for an efficient work environment, the need for greater security has grown as criminals have become progressively adept at accessing sensitive information that isn’t adequately protected.
In 2019, you either prioritize a document management strategy that includes sufficient security measures, or you take the risk that a cybercriminal will someday strike.
4 Communication Security Best Practices for Document Management
Even though it’s never been more critical, communication security is still straightforward.
Just follow the four best practices outlined below to protect your company’s important documents better.
1. Use Data Encryption for Document Safekeeping via Email
Data encryption has become the most common method for keeping sensitive information safe when sending it outside of your company’s network.
For example, you probably email documents to clients and third-parties every day. If they’re not encrypted, a cybercriminal will have a reasonably easy time intercepting your message and accessing any sensitive information.
Encrypting your messages keeps this from happening by converting your data from its original format – that could be read by anyone – into a random code that can only be converted back by someone with the “key” (i.e., your intended recipient). Even if a cybercriminal can intercept the message, without the key, it would remain a total mystery.
2. Use Extranets and Intranets for Secure Collaboration
While encryption is essential for emails, it can make collaboration a bit too cumbersome, especially when it requires many different people. It’s also far too easy for someone to leak sensitive documents – intentionally or accidentally – or for the security measure itself to make collaboration too inconvenient to be effective.
This is where extranets and intranets are invaluable. Both are private networks that can serve as collaboration points. The former can be available to customers, clients, and other third-parties while the latter is only accessible to employees at your company.
In either case, they provide an encrypted way to collaborate without the drawbacks of trying to do so over email for the sake of communication security.
3. Design Your Document Management Strategy with Regulations in Mind
Every company’s document management strategy is going to be different, even among businesses in the same industry. That’s why it’s important to take your time designing one that will fit your company’s unique goals.
Nonetheless, you may also need to consider what regulations exist that are relevant to how your business manages documents.
One of the most common examples is the Health Insurance Portability and Accountability Act (HIPAA). Among other things, it lays out how Protected Health Information (PHI) must be secured.
Cybercriminals love targeting PHI, even if you’re not the victim of one of their attacks, you could still face significant legal repercussions if it’s discovered that you weren’t securing related documents properly. Plenty of other industries face similar regulations, so be sure to conduct your due diligence when ensuring your document management strategy will comply.
4. Manage Document Access
Unfortunately, you can’t be too careful about who in your own company can access your documents. Instead, your operational security protocols must include unique IDs and passwords, so you’re able to hold people accountable when mistakes are made.
Despite all the press about hackers and other cybercriminals, employee negligence still poses the biggest cybersecurity threat to companies in the U.S. Be sure that each employee only receives as much access to documents as they must have to do their jobs and then closely monitor how it’s used.
Document Management Solutions You Can Trust
Finally, one of the most important best practices for securing your company’s sensitive information is to invest in document management software. At Blue Technologies, we developed a platform for businesses that put a premium on security but don’t want to sacrifice productivity.
This covers everything from an extranet for collaboration to your compliance requirements and much more. Best of all, we offer a number of different versions, so you can pick the solution that best fits your company and your budget.
Does Your Company Need Better Communication Security?
Entrust us with your company’s communication security. You’ll have peace of mind knowing that your most sensitive documents are always safe.
Contact us to today and let’s your business’ specific needs and how Blue Technologies can meet them.