It’s much safer to store information in a secure, electronic repository than to have paper copies of records kept in filing cabinets or on people’s desks. With paper records, it is impossible to be completely sure that people view only what they’re authorized to see. However, simply digitizing your documents won’t guarantee their security. Here are nine tips from Laserfiche to help ensure that your electronic document repository is 100 percent secure.
Click through for nine tips to help ensure you electronic files remain secure, as identified by Laserfiche.
Before you start creating groups and assigning rights, develop a security plan that’s easy to administer and update as new staff is hired. This helps to ensure that your security policy is consistent and scalable.
Store documents with similar security needs in the same part of the folder tree, so that you can easily grant or deny the correct rights. Use inheritance to quickly apply security settings to large sections of your repository without unnecessary manual configuration.
This keeps your security consistent and reduces the need for manually adjusting settings on hundreds or thousands of documents.
This eliminates the possibility of misfiling and ensures that documents are stored in their appropriate folders, where the correct security controls are in place.
This allows you to apply security both more consistently and more efficiently, and makes it easy to change or update security as your organization grows and your security needs change.
Rather than creating new users manually, add directory account users and groups so that employees can log in using their existing network credentials. This streamlines administration, keeps your user and group settings up to date and makes it easy for users to access the system.
If your employees access the document repository via mobile devices, disable automatic login so that the repository is not compromised if the device is lost or stolen. Similarly, be sure to disable electronic document exports so that employees do not store sensitive documents locally.
You can always grant security to someone you missed; you can’t undo it if people see a document they weren’t supposed to see.
It’s much safer to store information in a secure, electronic repository than to have paper copies of records kept in filing cabinets or on people’s desks. With paper records, it is impossible to be completely sure that people view only what they’re authorized to see. However, simply digitizing your documents won’t guarantee their security. Here are nine tips from Laserfiche to help ensure that your electronic document repository is 100 percent secure.
