Many industries require secure exchange of sensitive and important documents to improve customer service increase productivity and ensure confidential data is protected from cyber threats. Examples of this include healthcare, financial services and law enforcement.
Email is a simple and efficient method of communication however it’s not the most secure. Email-based documents are susceptible to hacker attacks and spammers who can be able to intercept messages. It is important to use an email platform that employs encryption and protocols to stop unauthorised parties from gaining access to data.
It’s more secure and safer secure to make use of an online fax system for confidential documents than email. It lets you send documents without a traditional fax machine or landline and is accessible from any location with an internet connection. Many fax providers also provide features such as digital signatures and redactions that make it easy for teams and individuals to create and sign documents.
When it comes to the storage of papers, ensure that they’re not thrown out on desks to anyone to grab or put into the printer shared by others. You should also implement a policy of a clean desk and regularly shred old documents to keep them from falling into the wrong hands. If you are using online storage, make sure that the data you upload is encrypted and requires multifactor authentication. You should also be able to monitor when and when the document was accessed which is essential in the event of an attack on your data or another issue.