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Document Management

Top Tips: Document Security and Compliance for the Modern Enterprise

06-08-2014-document-security-and-compliance-for-the-modern-enterprise-tim-dubes-senior-enterprise-marketing-manager-efax-corporateTim Dubes is a Senior Enterprise Marketing Manager with eFax Corporate®, a division of j2 Cloud Services, Inc., a global provider of business cloud and digital media services. eFax Corporate is the world’s leading online fax provider and helps thousands of companies in highly-regulated industries transmit and manage sensitive documents efficiently and securely. 

Tim shares his top tips on how to navigate the complexities associated with enterprise-level digital document transmissions.

 

 

1.     Ensure Reliable Document Capture: Electronic (or digital) documents are a staple of business communication today. Knowing the who, what, when and where of electronic document transmission is now a critical element of document control that should be used to prevent policy and compliance violations. Implement electronic document transmission technologies that can transform paper documents into digital files that can be transmitted, as well as tagged and stored in an electronic document repository for quick and easy retrieval, retransmission and archiving. The end-user tools associated with an electronic document platform should be simple to use and work across multiple platforms and operating systems, enabling mobile users, on site users and even external partners to send and receive documents, without violating company policy or compliance requirements.

 

 

2.     Secure Access to Sensitive Documents: The use of digital documents is on the rise as businesses seek to reduce the costs associated with physical documents while also ensuring legal concerns are addressed properly without exposing critical information to unauthorized entities. Compliance dictates that some documents containing personally identifiable information (PII) have restricted access and secure sharing. As such, adopt document transmission methodologies that can incorporate encryption, authentication and password protection, allowing electronic documents to be transmitted (or received) only by those with the proper authorization.

 

 

3.     Optimize Workflows: Improved business efficiency is one of the core benefits associated with technologies that enable the transmission of electronic documents. Many organizations are beginning to view the cloud as a document platform since cloud-based services are a great equalizer between different platforms, users and applications. Cloud-based repositories can be used to organize electronic documents and even enable self-service delivery, where a recipient can request documents via a website and have those electronic documents faxed, emailed or delivered electronically using automation technology. Automated tasks and email notifications can help keep employees informed of requests and on track to follow up with other electronic documents.

 

4.     Establish Accountability: Do not forget to use management techniques that combine digital document transmission controls with policy-based accountability to ensure that compliance and legal requirements are met, while enabling the ability to audit workflow and document movements. Cloud-based services solve the problem of accountability by centralizing document transmission controls and unifying the secure management as transmission and receipt of e-documents can be logged.

 

 

5.     Determine Intended Use: Digital documents encompass a vast array of technologies and formats and vary based on the context of the business. It all comes down to a document’s intended use and how that use is impacted by compliance requirements or company policy. Most businesses should consider taking an approach to managing electronic documents that any content that can be transmitted is viewed as a digital document that must be managed. Organizations are quickly turning towards e-documents as a legitimate way to conduct business. Take the time to understand these challenges because with the exponential growth in digital documents replacing physical documents, we can only assume that more digital documents will be transmitted and received than ever before.

 

 

 

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