Access Systems Blog

5 Ways Document Imaging Can Improve Your File Security

Jul 10, 2019 9:00:00 AM

Transitioning from a paper file system to a digital atmosphere can be intimidating, but it doesn’t have to be.

Many businesses have resisted the switch, because they fear cyber attacks or compromising their client/patient data.

Don’t waste time and money on an outdated file system; digitize your data with the help of a document imaging service provider. Here are five ways document imaging can improve your security:

Document imaging

1. Regulation/Compliance

Those who work in industries with strict regulations can protect themselves legally with document imaging. Law and healthcare companies need to be especially mindful of protecting client/patient data, as breaches cause major violations.

Poor security measures or careless mistakes can lead to stolen information. For instance, a staff member might leave a file out in the open, where it gets read by a mischievous witness.

A hospital might need to store a patient file for a certain number of years and effectively erase it after the timespan has ended. HIPAA violations can be quite costly, and breaches can threaten the trust of your customers and brand reputation. By imaging your paper trail, you’re adding an extra layer of protection to safeguard your files.

2. Controlling Distribution

Anyone can sneak behind closed doors and page through printed documents— and with multiple offices distributing information, it can be hard to keep track of who has access to your precious data.

All it takes is for one person to set a file cabinet key down and a sneaky employee or passerby to swipe it up and start snooping. Document imaging allows you to ensure your data is protected in one digital space, which is ideal for companies with a wide network of locations and employees.

Once digitized, your Document Management Software can restrict users, only granting access to those with verified log-in credentials. These permission levels help to eliminate the risk of your data falling into the wrong hands.

Controlling Distribution

3. Disaster Planning & Recovery

Disaster can strike at any time: whether it’s a hurricane wiping out a satellite office or a criminal break-in at your headquarters. If your printed files were damaged, destroyed or stolen, would you be able to recover?

Not only may you lose part of or all of your information, but private data can be exposed— something not so easily reversed. Disasters can be costly, time-consuming to recover from and can ruin your professional reputation.

Digitizing and backing up your documents can provide you greater peace of mind, knowing you have something to fall back on.

4. Encryption

You may think, “well what if I experience a cyber attack? Digital documents won’t save me then!” It’s true that even virtual files can be stolen or become corrupted, but then again, that’s what encryption is for— protecting you! Encryption guarantees that even if your scanned data is compromised, it cannot be accessed without a special key.

These “keys” can be passwords, tokens like dongles or USB sticks or public keys. Encryption ensures that only those with a matching key can view the file. You can encrypt entire drives or individual documents, to enhance your file security.

Many document imaging companies will even encrypt data in transit from the scanning station to the server, to protect you from the start of the transition on.

5. Document Management

Document imaging involves scanning your documents into a secure database, but proper document management ensures security when those files are printed or copied.

The right digitizing company will also offer solutions for protecting your data. They can help to ensure your devices are properly updated and that you are utilizing a trustworthy document management software.

Explore our article on “Document Imaging vs Document Management: What’s the Difference?” to learn more.





Our Document Imaging Process

We undergo a strict document imaging process, ensuring that from the moment we scan your files to their upload into the Cloud, your data is safe. Here at Access, we utilize DigiTech Systems to get the job done quickly and efficiently.

Explore our Document Imaging services to see how the digitization process can not only benefit your security, but also increase your productivity.

Ready for help from the experts? Give us a call at (888) 464-8770 or by fill out this form today.

IT Solutions


Topics: document imaging management

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