While cyber security awareness focuses on educating employees about threats, document management is the structural backbone of your data security efforts.
A Document Management System (DMS) helps businesses store, manage, and access documents securely, reducing the risk of data breaches, leaks, or loss of critical information.
So, what are the Key Benefits of Secure Document Management?
1) Access Control
Restricting document access to only authorised personnel is a fundamental security practice. A well-designed DMS uses role-based access controls to limit who can view, edit, or share specific documents.
2) Encryption
Sensitive documents should be encrypted both at rest and in transit. Whether stored on local servers or in the cloud, encryption ensures that the data remains unreadable to unauthorised users even if a breach occurs.
3) Document Retention and Deletion Policies
Establish clear retention policies to define how long documents should be kept and when they should be securely deleted. This minimises the risk of storing unnecessary sensitive information that could be exposed in a breach.
4) Secure Document Sharing
Many organisations still rely on unsecured methods like email to share sensitive information. Instead, they should use secure document-sharing platforms with encryption, password protection, and controlled access.
Best Practices for Secure Document Management
- Classify Documents Correctly: Label documents based on their sensitivity (e.g., confidential, public) and apply appropriate security measures to each category.
- Backup and Recovery: Regular backups are critical in the event of a ransomware attack or accidental data deletion. Ensure that your DMS offers automatic backups with disaster recovery options.
- Compliance and Auditing: Use your DMS to track document access and changes, ensuring you stay compliant with industry regulations. Audit trails help identify who accessed or altered files in the event of a security incident.
Top Tips to Increase Cybersecurity Awareness with Document Management
To fully protect your organisation from cyber threats, it’s essential to increase cybersecurity awareness by implementing secure document management practices.
1) Train Employees on Secure Document Handling
Educate employees on best practices for handling sensitive documents, including when and how to use secure sharing platforms, encryption, and access controls.
2) Regularly Update Policies
Review and update your document management and cybersecurity policies regularly to adapt to emerging threats and ensure ongoing compliance with regulations.
3) Monitor for Suspicious Activity
Use your DMS’s auditing features to monitor for unusual document access patterns, which could indicate a potential insider threat or security breach.
4) Include Document Security in Cybersecurity Awareness Training.
Ensure that your cybersecurity training includes specific guidance on document security, emphasising the importance of encryption, proper file sharing, and retention policies.
The combination of cybersecurity awareness and document management is a powerful defence strategy for any organisation.
Educating employees about the latest threats and best practices while implementing a secure DMS can significantly reduce the risks of data breaches, leaks, and non-compliance with regulations.
By prioritising awareness and technology, businesses can stay one step ahead of cybercriminals while ensuring that sensitive data is always protected.
Stay Safe. Stay Informed. Protect Your Data.
Our document management system, Aviary, makes securely managing documents a breeze. With features like integrated access control, efficient search capabilities, automated workflows, and document retention, it’ll transform how you work while maintaining cyber security.