The Four Essential Components of Secure Document Archiving

No business intends to fall prey to hackers, which leads to customer information being compromised. Hence, certain measures, such as secure document archiving, are required. Archiving safeguards documents and data while assisting you in becoming a paperless office, meeting specific compliance standards, organizing and storing documents, and ensuring business continuity via active backups. 

This goes without saying that all organizational leaders are required to adapt to certain security measures in order to protect their valuable data. Irrespective of the field you serve in, you’ll always have information such as names, medical records, and addresses on file, along with financial data. 

There are four essential components of secure document archiving, and we’ll be discussing them in detail. 

4 Key Elements of Document Archiving

Data Sovereignty and Separation 

Even though it might seem to you like a choice, it is a necessity. Data separation makes sure that consumer data is always private. Well, this goes without saying that keeping data where the business operates is crucial for some organizations. Cloud providers are required to ensure that data and backups remain within those borders that safeguards customer information. Moreover, consumer data and documents should be completely separated from the system data of the document archiving software.

Encoding and Access Rights 

The very first thing to ponder here is that all employees are able to gain access to their documents with a unique username and password. Secure document archiving consists of access control and encryption, which ensures multiple levels of access for people in specific job roles, departments, and specific groups. Your search for the best document archiving solutions ends at Dox and Box. The experts at Dox and Box ensure that all data needs to be secured in accordance with one of the most secure data encryption methods utilized by governments to safeguard confidential information.

Malware Protection and Redundancy 

Both virus protection and redundancy protect data and ensure business continuity. What secure document archiving requires is the presence of built-in features to safeguard your data and documents from malware threats. Moreover, multiple instances of data redundancy can make sure that data can be restored even if the active system is not available. Your data is required to be stored with backups in more than one region for geo-redundancy. If you want the best document archiving system by your side, then you need to get in touch with Dox and Box, the leading provider of a range of document archiving and management solutions. 

Document Integrity and Auditing

In order to provide document integrity, a secure document archiving solution is required to record every document access and alteration in order to create a complete document history for audit preparation. Gaining access to the document changes means version management, which ensures that you can easily access the original document for auditing purposes. The archiving solution provides you with the ability to sign your documents in a secure way with the addition of a digital certificate. 

Summing Up 

Well, there is no denying that there are numerous benefits to document archiving. However, in order to be considered effective, it needs to meet certain safety and security standards. Be it proper encryption, data integrity, data redundancy, or data separation, everything is included in document archiving. 

Dox and Box is the leading document management and archiving solutions provider that ensures meeting the standards that are necessary for businesses to access and store their business’s critical information. What are you waiting for? Give Dox and Box a call today, and you’ll be all set to have the best document management solution by your side.