test

Pages

7 Security Reasons for Implementing a Document Management System

Security

7 Security Reasons for Implementing a Document Management System

What is a document management system?

A document management system is a software solution allowing businesses to collate, share and amend documents digitally. This helps negate the need for countless paper documents, unwieldly filing cabinets as well as the endless man hours, filing and retrieving documents.

How can a document management system add value?

Document Management Systems bring a number of values to any business, increasing productivity and efficiency as well as reducing costs. There does also seem to be one overriding theme however, and this is security. Below we have listed 7 key security reasons for implementing a document management system;

Reason 1 – Reduced need for email

When it comes to the transfer of large and sensitive documents, particularly via email, this can be a significant security risk for any business. Despite being a fantastic business tool, email is one of many weak points for organisations, as emails in transit can be an easier point of entry for hackers and interceptors. Document Management Systems reduce the need to distribute files via email as they allow users to share directly from the system interface. This can also reduce the risk of accidentally including individuals within confidential emails.

Reason 2 – Collaboration

Working collaboratively on documents with others, whether internally or externally comes into most roles, however it is no easy task when it comes to keeping up to date with in flux documents.

Document management systems can facilitate the authoring, reviewing and approval of documents by giving users visibility of where documents currently are, in its lifecycle. This is an important security feature when it comes to the reputation of your business as it can prevent misidentified, incomplete, inaccurate and unapproved documentation from reaching clients.

Reason 3 – Reducing Human error

Holding HR records, customer files and financial information is essential for organisations, however keeping these in paper form brings with it numerous challenges. Not only is physical storage expensive and takes up valuable office space but also makes archiving and retrieval processes prone to human error. From a security point of view, DMS’s can prevent sensitive data from being lost and leaked as they can be digitally archived, allowing for quick searches based on titles, key words and dates.

Reason 4 – Compliance

As mentioned, it is essential that customer details, HR records and financial information are kept by businesses in order to comply with legal regulations. Having these documents easily accessible via a DMS gives organisations the ability to clearly demonstrate custody and traceability of these documents which can then easily be deleted once the legally mandated time period for storage has passed.

Reason 5 – Version Control

Allowing one user to edit a single document at any one time, these systems prevent important document changes from being lost, and duplicates being made. Questions such as “Who has the most recent version? Where is it saved? and Who made these changes?” will be no strangers to those who regularly work collaboratively.

Document Management Systems leave a full audit trail on all files, documenting exactly who has edited these and what changes have been made, whilst simultaneously keeping a fully accessible log of all previous versions.

Most people can relate to a time when damaging changes were accidently made and saved to an important document, making it impossible to retrieve the original version. These systems can prevent this from happening, saving the loss of important documents.

Reason 6 - Back up

Document Management Systems prevent the loss of data within the system often by moving documents to both primary and backup storage folders that are never kept within the database. Much like the conventional back up process of saving duplicate documents in separate locations, DMS’s do this automatically, again removing the risk of human error.

Reason 7 – Access Permissions

Document Management Systems allow administrators to set up system permissions calibrated down to an individual document level, meaning only authorised personnel have access to system files and documents. This prevents sensitive data from getting into the wrong hands and significantly reduces the risk of data breaches.

Does your records management and retention policy comply with the GDPR?
Records management is once again a key business issue, due to the European Union’s General Data Protection Regulation (GDPR) coming into force in May 2018.  No organisation can ignore this, given that potentially penalties for non-compliance can be up to four per cent of an organisation’s global revenue. Clearly, via this directive, the European Commission is aiming to drive organisations to make data protection a key business function.

 


To find out how Canon Business Centre can help your business streamline their document processes, improve efficiency, reduce costs whilst maintaining the highest level of document security, give our team a call today.

Related Articles

Canon Business Centre
114 Comments
  • Posted at 9:53 pm, 17th July 2019

    Every weekend i used to pay a visit this web site, for the reason that i wish for enjoyment, since this this website
    conations truly fastidious funny data too.

  • Posted at 2:38 am, 25th July 2019

    I’ll immediately grasp your rss as I can not in finding your email subscription link or newsletter service. Do you have any? Please allow me understand in order that I may subscribe. Thanks.

  • Posted at 3:53 pm, 2nd August 2019

    It is not my first time to pay a quick visit this web site, i am browsing this site dailly
    and obtain nice facts from here every day.

  • Posted at 9:37 pm, 8th August 2019

    I used to be very pleased to seek out this internet-site.I wanted to thanks in your time for this excellent learn!! I positively enjoying each little bit of it and I have you bookmarked to check out new stuff you blog post.

  • Posted at 3:21 am, 10th August 2019

    magnificent points altogether, you simply gained a brand new reader. What would you recommend in regards to your post that you made a few days ago? Any positive?

  • Posted at 4:33 am, 10th August 2019

    Hello there, I found your website via Google while searching for a related topic, your site came up, it looks good. I’ve bookmarked it in my google bookmarks.

  • Posted at 9:37 am, 10th August 2019

    Real fantastic info can be found on site. “The fundamental defect of fathers is that they want their children to be a credit to them.” by Bertrand Russell.

  • Posted at 8:05 pm, 10th August 2019

    Fantastic beat ! I wish to apprentice while you amend your website, how could i subscribe for a blog website? The account helped me a acceptable deal. I had been a little bit acquainted of this your broadcast provided bright clear idea

  • Posted at 5:53 am, 11th August 2019

    Spot on with this write-up, I actually assume this web site wants much more consideration. I’ll in all probability be once more to learn far more, thanks for that info.

  • Posted at 6:22 am, 11th August 2019

    Somebody essentially help to make seriously articles I would state. This is the very first time I frequented your web page and thus far? I amazed with the research you made to create this particular publish extraordinary. Wonderful job!

  • Posted at 6:34 am, 11th August 2019

    I do not even know how I ended up here, but I thought this post was good. I don’t know who you are but certainly you’re going to a famous blogger if you are not already 😉 Cheers!

  • Posted at 7:17 am, 11th August 2019

    Hello there! Do you know if they make any plugins to assist with Search Engine Optimization? I’m trying to get my blog to rank for some targeted keywords but I’m not seeing very good results. If you know of any please share. Kudos!

  • Posted at 9:09 am, 12th August 2019

    Very efficiently written information. It will be useful to anyone who employess it, including myself. Keep doing what you are doing – for sure i will check out more posts.

  • Posted at 11:16 pm, 12th August 2019

    Oh my goodness! a tremendous article dude. Thank you Nevertheless I’m experiencing problem with ur rss . Don’t know why Unable to subscribe to it. Is there anybody getting identical rss problem? Anybody who is aware of kindly respond. Thnkx

  • Posted at 6:01 am, 13th August 2019

    Rattling wonderful visual appeal on this website , I’d value it 10 10.

  • Posted at 12:46 pm, 13th August 2019

    Hello! I could have sworn I’ve been to this blog before but after browsing through some of the post I realized it’s new to me. Anyways, I’m definitely happy I found it and I’ll be book-marking and checking back frequently!

  • Posted at 9:53 pm, 13th August 2019

    I’m not sure exactly why but this web site is loading very slow for me. Is anyone else having this problem or is it a issue on my end? I’ll check back later on and see if the problem still exists.

  • Posted at 7:15 am, 14th August 2019

    Hi my family member! I wish to say that this post is amazing, great written and include almost all significant infos. I would like to look extra posts like this .

  • Posted at 12:59 pm, 14th August 2019

    I have been checking out a few of your articles and i must say pretty nice stuff. I will surely bookmark your site.

  • Posted at 12:18 am, 15th August 2019

    It is really a great and helpful piece of information. I’m glad that you shared this helpful info with us. Please keep us up to date like this. Thanks for sharing.

  • Posted at 1:22 am, 15th August 2019

    I appreciate, cause I found exactly what I was looking for. You have ended my 4 day long hunt! God Bless you man. Have a great day. Bye

  • Posted at 5:15 am, 15th August 2019

    Way cool, some valid points! I appreciate you making this article available, the rest of the site is also high quality. Have a fun.

  • Posted at 11:58 am, 15th August 2019

    Hello are using WordPress for your site platform? I’m new to the blog world but I’m trying to get started and create my own. Do you need any coding knowledge to make your own blog? Any help would be greatly appreciated!

  • Posted at 5:09 am, 16th August 2019

    I view something really interesting about your blog so I saved to my bookmarks.

  • Posted at 10:32 am, 16th August 2019

    After study a few of the blog posts on your website now, and I truly like your way of blogging. I bookmarked it to my bookmark website list and will be checking back soon. Pls check out my web site as well and let me know what you think.

  • Posted at 11:58 am, 16th August 2019

    Hello. impressive job. I did not imagine this. This is a remarkable story. Thanks!

  • Posted at 5:59 pm, 16th August 2019

    Hi my friend! I want to say that this post is awesome, great written and come with approximately all important infos. I would like to see more posts like this.

  • Posted at 6:41 pm, 16th August 2019

    Hello my loved one! I wish to say that this post is amazing, great written and come with almost all significant infos. I’d like to peer more posts like this .

  • Posted at 1:16 pm, 17th August 2019

    As a Newbie, I am constantly exploring online for articles that can benefit me. Thank you

  • Posted at 9:28 pm, 17th August 2019

    When I originally commented I clicked the -Notify me when new comments are added- checkbox and now each time a comment is added I get four emails with the same comment. Is there any way you can remove me from that service? Thanks!

  • Posted at 12:50 am, 18th August 2019

    Great post. I was checking continuously this blog and I am impressed! Very helpful info specifically the last part 🙂 I care for such information much. I was looking for this particular info for a long time. Thank you and best of luck.

  • Posted at 1:24 am, 18th August 2019

    Hi there! This post couldn’t be written any better! Reading through this post reminds me of my previous room mate! He always kept talking about this. I will forward this article to him. Pretty sure he will have a good read. Thank you for sharing!

  • Posted at 1:59 am, 18th August 2019

    Hi there! I just would like to give a huge thumbs up for the good data you have got here on this post. I shall be coming again to your blog for more soon.

  • Posted at 2:33 am, 18th August 2019

    I was looking at some of your posts on this website and I believe this website is rattling informative! Keep putting up.

  • Posted at 2:34 am, 18th August 2019

    obviously like your website but you have to check the spelling on quite a few of your posts. A number of them are rife with spelling problems and I find it very troublesome to tell the truth nevertheless I will definitely come back again.

  • Posted at 3:09 am, 18th August 2019

    Great beat ! I wish to apprentice while you amend your website, how can i subscribe for a weblog site? The account helped me a applicable deal. I were tiny bit familiar of this your broadcast provided vibrant transparent idea

  • Posted at 3:43 am, 18th August 2019

    Great amazing things here. I am very happy to peer your post. Thanks so much and i am looking ahead to touch you. Will you kindly drop me a mail?

  • Posted at 4:17 am, 18th August 2019

    Good – I should definitely pronounce, impressed with your site. I had no trouble navigating through all the tabs as well as related info ended up being truly easy to do to access. I recently found what I hoped for before you know it in the least. Quite unusual. Is likely to appreciate it for those who add forums or anything, site theme . a tones way for your client to communicate. Excellent task..

  • Posted at 4:52 am, 18th August 2019

    Thank you so much for providing individuals with an exceptionally spectacular possiblity to discover important secrets from this website. It’s always so nice and as well , jam-packed with fun for me personally and my office mates to visit your site nearly three times in one week to find out the fresh guidance you have. Of course, I’m certainly contented considering the amazing things you give. Some 1 tips on this page are truly the most efficient we have ever had.

  • Posted at 5:23 am, 18th August 2019

    Respect to article author, some wonderful information .

  • Posted at 5:26 am, 18th August 2019

    As a Newbie, I am continuously searching online for articles that can be of assistance to me. Thank you

  • Posted at 6:01 am, 18th August 2019

    great points altogether, you simply gained a brand new reader. What would you recommend about your post that you made a few days ago? Any positive?

  • Posted at 6:36 am, 18th August 2019

    I really appreciate this post. I have been looking all over for this! Thank goodness I found it on Bing. You have made my day! Thanks again

  • Posted at 7:13 am, 18th August 2019

    I was just searching for this info for some time. After 6 hours of continuous Googleing, at last I got it in your site. I wonder what is the lack of Google strategy that don’t rank this type of informative web sites in top of the list. Normally the top websites are full of garbage.

  • Posted at 7:48 am, 18th August 2019

    Do you mind if I quote a few of your posts as long as I provide credit and sources back to your weblog? My website is in the exact same niche as yours and my users would genuinely benefit from a lot of the information you present here. Please let me know if this ok with you. Appreciate it!

  • Posted at 8:25 am, 18th August 2019

    hi!,I really like your writing very so much! percentage we keep in touch more about your post on AOL? I require a specialist on this area to solve my problem. Maybe that is you! Taking a look ahead to look you.

  • Posted at 9:01 am, 18th August 2019

    Thank you for some other magnificent article. Where else could anyone get that kind of info in such a perfect means of writing? I’ve a presentation next week, and I’m at the look for such info.

  • Posted at 9:37 am, 18th August 2019

    Its like you learn my mind! You appear to know a lot about this, such as you wrote the guide in it or something. I think that you just could do with some percent to power the message home a bit, but other than that, this is great blog. An excellent read. I will certainly be back.

  • Posted at 10:14 am, 18th August 2019

    Keep up the superb piece of work, I read few content on this web site and I think that your web site is very interesting and contains sets of wonderful information.

  • Posted at 10:51 am, 18th August 2019

    Hi, Neat post. There is a problem with your site in internet explorer, would check this… IE still is the market leader and a good portion of people will miss your magnificent writing because of this problem.

  • Posted at 11:27 am, 18th August 2019

    I precisely desired to thank you very much once again. I am not sure the things I would have sorted out in the absence of the type of smart ideas documented by you relating to my problem. It was a real distressing difficulty for me, but finding out this well-written avenue you treated it took me to cry for fulfillment. Now i’m happy for this information and as well , hope that you recognize what an amazing job you’re carrying out educating men and women thru your website. I’m certain you have never met all of us.

  • Posted at 12:04 pm, 18th August 2019

    In this awesome pattern of things you get a B+ with regard to hard work. Where you lost me personally was on your facts. As they say, details make or break the argument.. And it could not be much more true right here. Having said that, allow me tell you what exactly did work. Your text is definitely extremely convincing which is probably the reason why I am taking an effort in order to comment. I do not really make it a regular habit of doing that. Second, even though I can certainly notice a jumps in logic you come up with, I am not certain of just how you seem to unite the details which in turn make the final result. For now I shall subscribe to your position but wish in the future you link the facts much better.

  • Posted at 12:41 pm, 18th August 2019

    It’s actually a great and helpful piece of info. I’m glad that you shared this useful information with us. Please keep us informed like this. Thanks for sharing.

  • Posted at 1:18 pm, 18th August 2019

    I’ve been exploring for a bit for any high quality articles or blog posts on this kind of house . Exploring in Yahoo I at last stumbled upon this website. Reading this info So i’m satisfied to show that I have a very good uncanny feeling I discovered just what I needed. I so much indubitably will make certain to do not overlook this web site and give it a glance regularly.

  • Posted at 1:48 pm, 18th August 2019

    I am not sure where you’re getting your information, but good topic. I needs to spend some time learning much more or understanding more. Thanks for magnificent info I was looking for this info for my mission.

  • Posted at 1:54 pm, 18th August 2019

    I have been browsing online more than 3 hours these days, yet I never found any attention-grabbing article like yours. It¦s beautiful price enough for me. Personally, if all web owners and bloggers made just right content as you probably did, the web will probably be a lot more useful than ever before.

  • Posted at 2:31 pm, 18th August 2019

    This site is my aspiration, real good pattern and perfect subject matter.

  • Posted at 5:13 pm, 18th August 2019
  • Posted at 5:15 pm, 18th August 2019
  • Posted at 5:50 pm, 18th August 2019
  • Posted at 8:51 pm, 18th August 2019

    I don’t usually comment but I gotta say regards for the post on this amazing one : D.

  • Posted at 9:50 pm, 18th August 2019

    Excellent read, I just passed this onto a friend who was doing a little research on that. And he just bought me lunch as I found it for him smile Thus let me rephrase that: Thanks for lunch!

  • Posted at 1:41 am, 19th August 2019
  • Posted at 5:50 am, 19th August 2019

    I truly enjoy studying on this internet site, it contains great articles. “The longing to produce great inspirations didn’t produce anything but more longing.” by Sophie Kerr.

  • Posted at 9:39 am, 19th August 2019
  • Posted at 10:00 am, 19th August 2019
  • Posted at 10:23 am, 19th August 2019
  • Posted at 4:21 pm, 19th August 2019

    I like what you guys are up too. Such clever work and reporting! Carry on the excellent works guys I’ve incorporated you guys to my blogroll. I think it will improve the value of my web site :).

  • Posted at 4:51 pm, 19th August 2019
  • Posted at 12:20 am, 20th August 2019
  • Posted at 5:17 am, 20th August 2019
  • Posted at 7:28 am, 20th August 2019
  • Posted at 11:18 am, 20th August 2019

    Thank you for some other wonderful post. Where else may just anyone get that kind of information in such a perfect approach of writing? I’ve a presentation subsequent week, and I am on the search for such information.

  • Posted at 4:23 pm, 20th August 2019
  • Posted at 4:55 pm, 20th August 2019

    Awsome post and straight to the point. I am not sure if this is actually the best place to ask but do you people have any ideea where to employ some professional writers? Thanks in advance 🙂

  • Posted at 5:42 pm, 20th August 2019

    I’d incessantly want to be update on new blog posts on this internet site, saved to bookmarks! .

  • Posted at 6:30 pm, 20th August 2019

    Utterly pent subject material, Really enjoyed studying.

  • Posted at 7:19 pm, 20th August 2019
  • Posted at 7:56 pm, 20th August 2019

    Hey would you mind sharing which blog platform you’re using? I’m looking to start my own blog soon but I’m having a hard time deciding between BlogEngine/Wordpress/B2evolution and Drupal. The reason I ask is because your design seems different then most blogs and I’m looking for something unique. P.S My apologies for being off-topic but I had to ask!

  • Posted at 8:45 pm, 20th August 2019

    Thank you for the sensible critique. Me & my neighbor were just preparing to do some research on this. We got a grab a book from our local library but I think I learned more clear from this post. I am very glad to see such wonderful info being shared freely out there.

  • Posted at 10:14 pm, 20th August 2019
  • Posted at 11:48 pm, 20th August 2019
  • Posted at 1:35 am, 21st August 2019
  • Posted at 1:53 am, 21st August 2019

    Enjoyed reading through this, very good stuff, thankyou. “The hunger for love is much more difficult to remove than the hunger for bread.” by Mother Theresa.

  • Posted at 2:29 am, 21st August 2019

    As a Newbie, I am continuously searching online for articles that can benefit me. Thank you

  • Posted at 4:38 am, 21st August 2019

    [url=https://indocin25.com/]indocin[/url] [url=https://dapoxetine90.com/]dapoxetine[/url] [url=https://albuterol9.com/]albuterol[/url] [url=https://elimite30.com/]elimite cream over the counter[/url] [url=https://fluoxetine911.com/]buy fluoxetine online[/url]

  • Posted at 12:05 pm, 21st August 2019
  • Posted at 7:17 pm, 21st August 2019
  • Posted at 11:20 pm, 21st August 2019
  • Posted at 12:44 am, 22nd August 2019
  • Posted at 1:39 am, 22nd August 2019
  • Posted at 5:09 am, 22nd August 2019
  • Posted at 11:20 am, 22nd August 2019
  • Posted at 11:41 am, 22nd August 2019

    Hello, you used to write fantastic, but the last few posts have been kinda boring?K I miss your great writings. Past few posts are just a bit out of track! come on!

  • Posted at 12:26 pm, 22nd August 2019

    I like the helpful information you provide in your articles. I’ll bookmark your blog and check again here regularly. I’m quite sure I will learn many new stuff right here! Good luck for the next!

  • Posted at 1:10 pm, 22nd August 2019

    Howdy! I know this is kinda off topic nevertheless I’d figured I’d ask. Would you be interested in exchanging links or maybe guest writing a blog post or vice-versa? My site covers a lot of the same subjects as yours and I feel we could greatly benefit from each other. If you might be interested feel free to send me an e-mail. I look forward to hearing from you! Awesome blog by the way!

  • Posted at 11:41 pm, 22nd August 2019

    I would like to thank you for the efforts you’ve put in writing this blog. I am hoping the same high-grade blog post from you in the upcoming also. Actually your creative writing skills has inspired me to get my own web site now. Really the blogging is spreading its wings fast. Your write up is a great example of it.

  • Posted at 12:25 am, 23rd August 2019

    Very interesting topic, thank you for putting up.

  • Posted at 1:09 am, 23rd August 2019

    Hi there! This post couldn’t be written any better! Reading through this post reminds me of my previous room mate! He always kept talking about this. I will forward this article to him. Pretty sure he will have a good read. Thank you for sharing!

  • Posted at 1:54 am, 23rd August 2019

    Great – I should certainly pronounce, impressed with your website. I had no trouble navigating through all the tabs and related info ended up being truly simple to do to access. I recently found what I hoped for before you know it in the least. Quite unusual. Is likely to appreciate it for those who add forums or anything, site theme . a tones way for your client to communicate. Excellent task.

  • Posted at 2:39 am, 23rd August 2019

    Lovely just what I was looking for.Thanks to the author for taking his clock time on this one.

  • Posted at 3:20 am, 23rd August 2019
  • Posted at 3:23 am, 23rd August 2019

    I love your blog.. very nice colors & theme. Did you create this website yourself? Plz reply back as I’m looking to create my own blog and would like to know wheere u got this from. thanks

  • Posted at 4:08 am, 23rd August 2019

    Hi, I think your site might be having browser compatibility issues. When I look at your website in Safari, it looks fine but when opening in Internet Explorer, it has some overlapping. I just wanted to give you a quick heads up! Other then that, fantastic blog!

  • Posted at 5:10 am, 23rd August 2019
  • Posted at 6:06 am, 23rd August 2019
  • Posted at 7:58 am, 23rd August 2019
  • Posted at 1:49 pm, 23rd August 2019
  • Posted at 2:59 pm, 23rd August 2019
  • Posted at 5:00 pm, 23rd August 2019
  • Posted at 6:44 pm, 23rd August 2019
  • Posted at 7:23 pm, 23rd August 2019

    Hi, i feel that i noticed you visited my site so i got here to “return the want”.I am attempting to to find issues to improve my site!I assume its adequate to use a few of your ideas!!

  • Posted at 4:06 am, 24th August 2019

    I was suggested this blog by means of my cousin. I am now not sure whether this post is written through him as nobody else realize such unique about my problem. You’re amazing! Thank you!

  • Posted at 5:43 am, 24th August 2019

Post a Comment

Comment
Name
Email
Website

020 8688 4243