Cloud-based document management systems have become increasingly popular in recent years due to their convenience, accessibility, and scalability. However, as with any cloud-based system, data security is a top concern. In this blog post, we’ll discuss some essential security protocols that every business should implement to ensure the security of their cloud-based document management system.
- Encryption
Encryption is one of the most important security protocols for cloud-based document management systems. It involves scrambling the data so that it is unreadable without the correct key. Encryption is critical for protecting data in transit and at rest. Look for a document management system that uses robust encryption protocols such as SSL/TLS, AES-256, and SHA-256.
- Access Controls
Access controls are another essential security protocol for cloud-based document management systems. Access controls allow you to limit who can access your documents, and what they can do with them. It’s important to implement granular access controls that allow you to specify which documents are accessible to specific users and groups, and what actions they can perform on those documents.
- Authentication
Authentication is a key security protocol that helps ensure that only authorized users can access your cloud-based document management system. This can be achieved through the use of strong passwords, two-factor authentication, and single sign-on (SSO). SSO is particularly useful for larger organizations as it allows users to access multiple systems with a single set of login credentials.
- Data Backup and Disaster Recovery
Even with strong security protocols in place, disasters can happen. It’s important to implement data backup and disaster recovery protocols to ensure that your data is protected in the event of a breach or other catastrophic event. Look for a document management system that offers regular backups, and make sure that your backups are stored in a secure location, separate from your primary data center.
- Compliance
Depending on the nature of your business, you may need to comply with specific industry regulations such as HIPAA, GDPR, or PCI DSS. When choosing a cloud-based document management system, make sure that it is compliant with any relevant regulations, and that it offers the necessary security features to meet these requirements.
In conclusion, cloud-based document management systems offer many benefits, but it’s important to implement robust security protocols to ensure the security of your data. Encryption, access controls, authentication, data backup, and compliance are all essential security protocols that every business should implement when using a cloud-based document management system. By doing so, you can ensure the confidentiality, integrity, and availability of your data, and protect your business from potential breaches and other security incidents.
Reach out to our team at Sales@evocate.com.au if you like to explore how Evocate’s Document Management system DocsEvo can help your organisation.
