Why Your Business Needs Document Security NOW

Did you know that each year companies lose between $2 billion and $400 billion from economic espionage? I’m sure you are astonished and maybe even a little suspicious about the massive range of loss. It turns out that nearly 70 percent of the company’s IT and security professionals have no idea about which documents, files and, data leave their companies, which is why it is rather hard for companies to gauge the damage of a breach.

According to research, there were a total of 1,367 confirmed data breaches in the year 2013. It is very important that all companies understand that data breaches happen in all industries and can happen to yours too. This is because every company needs to share documents with sensitive information. While you may have a general online security system to keep your company safe from frauds and hackers, it is imperative to understand that document security is a whole other ballgame. Failing to protect your employee and customer information as well as company data during transfers can both jeopardize your company’s financial security and also put you at a legal risk.

While it may be easy to control who can access your network with the right security controls, it is important to have the same measures in place for documents as they can be incredibly vulnerable when you send them to multiple people. It won’t matter how secure your network is if your documents can easily be hacked, altered, or misinterpreted and as a result cause your company to face ominous consequences.

Steps to Protect Your Documents

Implement the following three steps to ensure that your employee information, financial records and intellectual property is safe.

 1.       Set Up a Viewer Solution 

Security leaks can occur when you give employees higher document privileges than necessary. It is important to limit who can make changes to a document and who can simply view it. Once you decide on a document viewer through your network, double check to see if the access settings are in place.

2.       Secure Your Uploads

Small to mid-sized businesses that spend a lot more time on road, often perform unsecure uploads and exchange files on mobile devices. Instead integrate HTML5 security into your intranet for document uploads, thereby giving your documents an encryption and ensuring that the information is secure.

3.       Use a Digital Watermark

Watermarking can be an extremely important in document security even though it isn’t necessarily a general feature in online security. Start implementing watermarking on proprietary information, especially projects that are in progress or patent-pending ideas.

Even though many businesses implement strong security controls, they often overlook the importance of document security. By taking precautions in document transfers, businesses can save themselves from lawsuits as well as billions of dollars in loss from breaches.

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