Tuesday, December 14, 2010

Document Security Requires More than Just Shredding

document shreddingEvery single company in the world has documents that they need to process every single day. Whether it be contracts, invoices, receipts, purchase orders, memos or documents containing sensitive information, your company uses documents all the time. But what do you do with these documents once they are no longer of use to you? Well, throwing them away is a horrible idea, at least while they are intact, so most companies shred them. But, is that enough?

Do you take the time that is necessary to ensure that your company's documents are stored, backed up, processed, delivered and destroyed properly? My guess is no. Even with the electronic and digital age we are coming into, paper documents are still widely used. However, you can easily transfer paper documents into digital copies in order to keep them more secure than your average filing cabinet.

In many companies people tend to find document management an inconvenient, as well as expensive, way to reduce productivity. However, this is definitely not the case at all. On the contrary, document management allows your employees to find the information they need faster. Your employees will not have to waste their time sifting through endless file cabinets to find something that they don't even know has been filed properly. A document management system allows your staff to access a document right from their very own desktop, and it also gives you a record of every person that accesses it.

Aside from ease of use, an electronic document management system gives you an easy opportunity to create a quick backup of all of your business information and data. Should something like a natural disaster occur, you will have the ability to regain all of your vital data from an off-site source. So, remember that there are a lot of different things that go into making your documents secure; just make sure you take all the precautions necessary.

Source: Office Product News
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