The Threats to File Security in Your Organization
Maintaining file security is crucial in every organization, especially for frequently accessed and transmitted documents. With a growing number of threats to sensitive material, Contentverse ECM is the comprehensive answer to safeguarding your files’ entire life cycle.
THREAT: DISORGANIZED FILES
Disorganized files can slow down processes, widen gaps in communication, and lead to mistakes. The clutter will result in lost productivity and costly time spent tracking files down.
SOLUTION: INDEXING AND ADVANCED SEARCH
Any documents added to the system are given metadata which makes them easier to find later on. With access permissions based on user roles, misfiled documents are a thing of the past.
THREAT: LOST DOCUMENTS
Either paper files are misplaced or digital files end up copied over. Regulators won’t accept missing files as an excuse for a lack of compliance, resulting in heavy fines.
SOLUTION: REVISION TRACKING, VERSION HISTORY, AND DOCUMENT RETENTION
A version history for each file is generated to track changes and access older version. To ensure files aren’t deleted unexpectedly, set up retention policies to notify you when a file has reached the end of its life cycle.
THREAT: UNCHECKED INTERNAL ACCESSIBILITY
When your file management is unstructured or your operations depend on paper documents, users can quite literally walk out the door with critical documentation. Data leaks impact your company’s credibility.
SOLUTION: USER PERMISSIONS AND AUDIT TRAIL
With Contentverse, your administrator or supervisor can define who has access to which files and process. You can even determine read-only permissions for users who don’t need to edit documents. Audit trail will create a log of who changed each file whether in or out of workflow.
THREAT: BREACHES AND EXTERNAL ACCESS
If someone can get into a work station, they can access all of your content, including sensitive customer data, and hold it for ransom or publish it online. This harms consumer trust and also opens you up to litigation.
SOLUTION: DOUBLE-LAYERED ENCRYPTION AND SECURE FILE SHARING
With 128-bit, double-layered encryption, files are safe at rest and in transit. Generate a one-time, secure email link to grant external party access to a document without it ever leaving the system.