The right document archiving solution helps protect your data, digitize paper processes, maintain business continuity, meet compliance standards and prepare you for audits.
But not all document archiving solutions are the same — and to actually realize any of these benefits, you need a system that ticks certain boxes.
Secure document archiving checklist
Ask yourself the following questions when evaluating and choosing a specific vendor.
Does the software:
- Provide user access via a unique username and password? A strong user authentication provides a crucial aspect of protection.
- Transfer data only using HTTPS? In HTTPS, TLS/SSL encryption is used, that’s why it is more secure.
- Offer different levels of document access? This means you can assign access rights on an individual, group, and job or role level for more control.
- Secure documents with AES 256-bit encryption? This method meets the highest security requirements used by the U.S. government to encrypt sensitive information.
- Store critical business data within the organization's region? Many companies prefer to keep documents within the boundaries of where they operate to legally protect customer information.
- For cloud solutions, guarantee data redundancy in different locations within the same legal region? Data redundancy ensures business continuity when disaster strikes, e.g., a flood or power failure.
- Provide a separation of customer and system data? Data separation ensures customer information remains private.
- Use technologies to protect data and user login? These technologies provide security against threats like malware or unauthorized access.
- Enable workflows that let you enforce retention policies? For legal reasons, you need to keep documents for a certain amount of years. For example, in the U.S., you should keep invoices for at least seven years.
- Help you meet compliance standards for handling personal data? The public demands data privacy and companies that don't meet information handling compliance standards like GDPR and HIPAA risk violations of data protection laws and high fines.
- Prove document integrity through electronic signatures? E-signatures guarantee the authenticity of the document's signer and the integrity of the document through encryption technology and a digital certificate.
- Log all document changes? Change logging helps your company build an accurate and complete audit trail.
- Provide version management? This assists in properly managing current and past document versions.
- Meet certain security standards and regulations for quality software? Standards include among others SOC, ISO 27001, ISO 27017, and ISO 9001. For example, ISO 9001 is a standard that tells you the software and cloud provider has an excellent quality control rating for producing and making software.
- Provides easy integration with other systems like CRM or ERP? Seamless integration simplifies your entire workflow.
The bottom line on choosing secure document archiving software
Secure document archiving solutions will protect your data, ensure business continuity, and help prepare for audits with speed and thoroughness. But you can only reach that potential when you invest in software that meets proper security, compliance, functionality and usability standards. DocuWare is an example. As a document management and workflow automation leader, DocuWare offers a comprehensive and secure archiving solution for companies wanting data protection, digital workflows, and business continuity.
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