In our digital world, where data and information are invaluable, securing documents is vital. Organisations face increasingly sophisticated cyber threats and privacy issues, as well as careless colleagues who leave documents lying around. This makes implementing robust document security measures an absolute necessity.

This article shows the best practices for securing documents, tells you common pitfalls and highlights how the M-Files platform helps you do this.

Best practices for document security

1. Access management and authorisation

One of the cornerstones of document security is strict access management and authorisation. Give users access only to documents relevant to their tasks and functions. Implement role-based access management to ensure that only authorised users have access to sensitive information.

2. Encryption of data

Use encryption to protect documents during storage and transfer. Even if an attacker gains access to the data, it will remain unreadable without proper decryption keys.

3. Strong authentication

Require strong authentication methods such as two-factor authentication (2FA) to access sensitive documents. This significantly reduces the risk of unauthorised access, even if passwords are stolen.

4. Audit trails and monitoring

Implement audit trails to track who has accessed documents and what actions have been taken. Real-time monitoring of document activity allows you to quickly identify and address suspicious behaviour.

5. Secured cooperation

Choose collaboration tools that enable secure and encrypted communication, both internally and externally. This prevents sensitive information from being exposed during collaborative processes.

6. Security of mobile access

Make sure mobile access to documents is also secure. Use mobile apps that offer end-to-end encryption and have the ability to wipe documents remotely in case of loss or theft.

Common pitfalls in document security

1. Weak passwords

The use of weak passwords is a major weakness in document security. Users should be encouraged to use strong, unique passwords and change them regularly.

2. Insufficient training

A lack of awareness and training among employees can lead to unintentional security breaches, such as sharing login details or opening phishing emails.

3. Insufficient updates and patches

Unupdated software and systems are susceptible to known security vulnerabilities. Regular updates and patches are crucial to fix vulnerabilities.

4. Excess access rights

Giving too many users access to documents can increase the risk of unauthorised access. Limit access rights to only those who need it.

How M-Files helps keep documents safe

M-Files is the most advanced Document Management System designed to help organisations secure and manage their documents. Here are some of the ways M-Files addresses security concerns:

1. Advanced access management

M-Files offers extensive access management options, including role-based permissions and user groups. And it does so at the document level. This allows organisations to exercise strict control over who has access to which documents.

2. Encrypted storage and transmission

Documents are stored encrypted and secured during transmission via M-Files. This ensures that even if unauthorised access to the storage occurs, the documents remain unreadable.

3. Workflow automation

With M-Files, organisations can automate workflow processes, which helps ensure consistent approvals and minimise human error that can lead to security breaches.

4. Audit trails and report

M-Files keeps a detailed audit trail of document activity, allowing organisations to track who has accessed and what changes have been made.

5. Secured mobile access

The M-Files app provides secure remote access to documents, respecting encryption and capabilities to manage lost or stolen devices.

Worried about document security? Schedule an online meeting with one of our experts and take that first step towards more secure documents.