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Are document security and compliance concerns keeping you awake at night?

Our recent survey carried out with ComputerScope, highlighted just how concerned organisations in Ireland are about the security implications of losing confidential company documents. [tweet_quote]A massive 85% of respondents to the survey said that security implications is one of their top concerns.[/tweet_quote]

Document security should never be underestimated. With so many high profile security breaches in recent times, it should be no surprise that this is top of the agenda for most businesses. Securing information capital throughout the document lifecycle needs to be guaranteed to protect all parties, including the business, its employees and its customers. However, with the rise of BYOD and the growing numbers of employees working on multiple devices outside the office, IT departments are finding it increasingly difficult to stay on top of their obligations.

The sheer number of places and devices in which documents are being created, altered and stored is causing real headaches for the IT department. That’s why it’s absolutely essential that employees are given guidance and tools so that they don’t lose critical business documents and information.

The second biggest concern for businesses is compliance and governance issues associated with managing their documents with 60% highlighting this as a major worry. There are very stringent rules and regulations in place to ensure businesses can safely store and access business data. The penalties for non-compliance are severe.

With almost 90% of employees using mobile devices for their work, it is also becoming more and more difficult for IT departments to have full visibility of all business documents created and held across the organisation. This raises real issues of document governance within the company.

While an employee’s privacy needs to be respected it must not be forgotten that the company must have visibility and access to business documents at all times. This is not always happening as two thirds of IT departments admitted that they don’t have full visibility of business documents created within their organisation.

These results point to a worrying trend that a lot of companies are now exposed because they are unable to retrieve all of their business documents, including soft copy and hard copy.

The above concerns remind us why it’s absolutely it is critical to have a reliable and secure managed document service in place. In addition to removing sleepless nights over security, compliance and governance issues, there also many additional benefits to be enjoyed – such as increased productivity, cost savings and better customer service.

To tackle security, compliance and governance concerns most effectively and help ensure your peace of mind, there are some best practices that we recommend:

  • Define information access based on user credentials. Access to business information is best governed by role-based authentication of individuals or groups
  • Extend security policies to the edges of the enterprise. With increasingly disparate organisations and a growing number of mobile devices, remote monitoring and reporting tools are now essential.
  • Encrypting business data on devices. Encypting business data is a given but there are points of vulnerability specific to many devices where encryption can be overlooked or not continuously deployed. Consider all devices where your business data may be held.
  • Monitor security across the entire document lifecycle. A document can be a security risk from the moment it is created to the moment it is destroyed. Administrators need visibility into the document lifecycle and should be able to track and record all activities at every stage.
  • Secure destruction of information on the device, if needed. Businesses need to have the ability to overwrite stored business information so that it is unrecoverable or irretrievable in accordance with privacy/security requirements and laws.
  • Move paper into digital workflows. Digital storage and automated document processing will not only help you to meet your security, compliance and governance commitments, it will make your business more flexible, productive and customer focused.
  • Get certified with the ISO 27001 security information standard. Not only will this help your business to meet its legal obligations, it will also add value in terms of gaining competitive advantage.
  • If you don’t have the time or ability to put these important measures in place, don’t be afraid to outsource. Ricoh has considerable expertise in this area and would be delighted to offer advice around your own specific business requirements.

 

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