How Does Secure Document Control Mitigate Risk?
Many enterprises share and collaborate on digital documents. This working method can be efficient, but runs the risk of exposing sensitive information. Internal users need to be able to safely access the files they need to work productively. External users, such as contractors or partnered organizations, may also require controlled access. Secure document control can mitigate risk for all parties.
Every user that obtains access to documents raises the risk level. Enterprises can manage risk by implementing information security measures:
- Rights management
- Location-based restrictions
- Tracking views and downloads
Industry-leading information control software provides all of these features in a stable interface that is easy to use. Administrative control panels and browser-based virtual data facilitate the process of extending or revoking access from any computer or device without the need to download software.
Controlling access reduces risk in several ways. Permissions settings make it possible for administrators to ensure that users only see the files they need. Activity tracking and analytics provide detailed information about which users have accessed or interacted with files. Once a user no longer requires access to information, these settings enable administrators to revoke access at will.
Digital rights management also makes it possible to rescind access to downloaded files. Administrators can also adjust settings so that collaborators are only permitted to access files from a particular location. Enterprises can also assert ownership through the use of watermarking.
Any time that an enterprise shares information, this data may be exposed to a wide variety of security risks. A document controller can mitigate these risks in a number of ways. Every plugin or download poses a potential security threat. A virtual data room is a browser-based information control interface that automatically formats file types such as PDFs and Microsoft Office documents for viewing. This interface eliminates the need for external applications.
Many enterprises rely on proprietary applications or enterprise file sync and share platforms. An API complete with security modules can provide seamless integration and extend the same security standards to protect these platforms. A secure information control service combines these strategies with document control capabilities to reduce risk in collaborative work environments.
Relying On a Third-Party SAAS Provider
When an enterprise relies entirely on in-house collaboration platforms and control methods, it assumes all of the attendant risks. Even a business that specializes in security may find that this is a lot of unnecessary responsibility to bear. A trusted third-party provider with the highest tier of security credentials can significantly reduce the amount of risk involved in working online. In order to mitigate rather than increase risk, it is crucial that this service maintain industry-leading standards:
- SSAE Type II report
- ISO 17001 certification
- Bank-level 256-bit SSL encryption
These measures can mitigate risk on the part of the third-party provider and on behalf of the enterprise using these services. Relying on an external provider for collaboration and controlling access to information can shield a company from many forms of risk by minimizing information security vulnerabilities and ensuring that protection is available where it is most needed.
Third-party providers are distinguished by service quality and ease of implementation and use. A document control interface that works in an internet browser on any computer or device is fast to set up and simple to use. Virtual data rooms are useful for a wide range of collaborations and can be set up in as little as 10 minutes. Administrators can learn to use security features in under an hour. Enterprises that require document control software can reduce risk by relying on a provider that makes it easy to manage access through a reliable and secure service.