Document security is the process of safeguarding documents from unwanted access or theft. It can also refer to procedures carried out to prevent data from being manipulated or reproduced wrongfully.  

The most significant assets in your company are its documents, which need to be handled with caution. To secure sensitive data, document security is crucial for businesses of any size. Organizations must make sure that only authorized individuals have access to the documents in order to minimize or prevent any data breaches or misuse. It is that aspect of document security which businesses across the world often struggle with. Because of the significant increase in data being produced each year by businesses increases significantly, a clear, well-defined data security plan put in place enables enterprises to easily monitor access and authorization. 

Best Practices  

Document security is only a small part of overall security efforts, but thankfully, there are tools and technologies that can help you manage and protect your data. Protecting numerous sensitive information types should be your top priority because failing to do so would threaten the effectiveness of your whole enterprise. Document encryption, digital rights management, and watermarking are a few methods of document security that will ensure that documents are highly secured and can only be seen by those with proper authorization. For the best security, organizations should consider implementing the following procedures mentioned: 

Document/File Encryption 

Team members could use on-premises or cloud documents when they proceed to transfer data. To prevent the documents from being viewed by unintended individuals, they can be encrypted. In this case, if the material gets into the wrong hands, they will not be able to view it even if they may have access to the folder that the document is stored in. 

Data Rights Management (DRM) 

A more effective option is Digital Rights Management– the process managing, controlling, and securing data from unauthorized users. The purpose of DRM solutions is to protect the author’s rights and restrict unauthorized distribution or modification. By requesting authorization (automatically or manually) prior to getting access, DRM will increase the security of your assets by persistently protecting them. This will guarantee that only those with the necessary access rights can view the material. 

Watermarking 

A watermark can be described as a stamp that has been added statically or continuously on the original document in the form of text or an image. When implemented properly, it will prohibit people from disclosing details while helping to track down the leak’s source by dynamically attaching the employee’s identity to the original documents. Applying a watermark on intellectual property is essential in many industries to identify the viewer, the date and time the document was accessed, and to notify them that this version of the document is not the most recent. 

 

For more ways to enforce document security, check out our YouTube for videos like Automatically Protect Files Stored into Cloud File Store using Digital Rights Management (DRM) .