With so many people working remotely and deals that span across the globe more common than ever, organizations must rely on document security systems to keep mission-critical and classified information safe in the cloud. Effective document security systems mean that employees can access files from anywhere in the world and the IT staff and executive leadership don’t have to worry about the security of the information.
Some of the industries that require secure file storage with advanced document security include:
- Media organizations
But what should enterprise-level organizations look for in document security systems? What must-have features make secure file storage and document management easy for everyone — from the front-line management team to C-suite executives?
Consider these seven elements that effective document security systems should have to provide the peace of mind and protection your organization requires.
1. Adherence to the Highest Document Security Standards
When you pay for a virtual data room (VDR), you want to make sure the provider adheres to the highest security standards. Look for document security systems managed by a company that:
- Stores your data on ISO 27001 certified servers
- Uses military-grade 256-bit encryption
- Provides plugin-free technology for added security
ISO 27001 certification means that the servers follow international standards for secure file storage and data management, which has been verified by a third-party organization.
The type of encryption used refers to the technology used to protect the data. The U.S. government has widely adopted Advanced Encryption Standard (AES) encryption, the latest encryption technology. It uses a symmetric-key algorithm to lock data, with a choice of key sizes. 256-bit encryption, as its name implies, uses a key twice the size of 128-bit encryption to protect data. It takes more processing power, but for many organizations seeking the best in document security systems, the trade-off pays off.
2. Specialized Security Compliance to Meet Your Industry’s Standards
Depending on your industry, you may need digital security systems that follow the rules for HIPAA (Health Insurance Portability and Accountability Act), SOC 2 (System and Organizational Control), or SSAE18 compliance.
HIPAA compliance means that your secure document storage system reflects the highest standards of security for the protection of electronic protected health information, as outlined by the federal government.
SOC 2, on the other hand, outlines standard protocols for security measures, to ensure that SaaS vendors follow strict regulations for the following when it comes to consumer data:
When a secure data storage company achieves SOC 2 compliance, it means the organization has passed a third-party audit certifying its technology, processes and procedures.
Finally, SSAE 18 (Statement for Attestation Engagements) standards, overseen by the American Institute of Certified Public Accountants (AICPA), refers to the compliance control reporting of an organization’s third-party vendors.
In essence, your document security system provider must use the same risk assessment standards for their vendors as they do for in-house operations, processes, procedures and technology. SSAE 18 standards certify that the servers operate at the same security levels as the company as a whole.
3. Capabilities to Manage Any Type of File or Document
Different organizations may have different types of secure file storage needs, from PDFs to MP4s. You want the capability to store these files securely without added plugins, additional downloads, or added costs.
Additionally, you want to be able to edit these documents within the platform using familiar programs and apps like the Microsoft Office Suite. Document security systems should provide the ability to:
- Review and edit documents and files seamlessly
- Track changes
- Save a new file on the secure server automatically
- Share file permissions with the appropriate people within or outside your organization
4. Collaboration Tools to Bring Your Team Together
The best document security systems make editing files easy, but they should also make collaborating a breeze. Features like integrated instant messaging, email updates, announcements within the app, and other communication elements can make your document security system an all-in-one tool for workplace collaboration.
An activity feed within the platform should notify you of activity, while collaborative features should let you assign tasks or questions to specific users, while notifications functions should let you send messages to the entire organization.
5. Digital Rights Management to Control Access and Permissions
Whether you’re a law firm sharing contracts or a medical professional sharing patient data with your team, you want the utmost control over who can access the data at any time. Explore the digital rights management (DRM) capabilities of any document security system before making your choice.
You should be able to grant or restrict access for viewing, printing, or editing documents, and be able to revoke access to documents at any time — even after download. Login credentials to view documents even after download can help keep data safe and in your control at all times.
When you share documents, watermarking capabilities that include time, date, user email and IP address stamps can help prevent tampering, duplication, modification, or sharing without permission. This security is crucial in the case of contracts and legal documents.
It’s equally important that your VDR lets you control who has access to grant permissions, letting you keep tight control over secure file management.
6. Superior Service and Scalability for Any Size Enterprise
Collaboration tools come in handy regardless of the size of your organization. Enterprise-level companies need scalable, enterprise-level software from a firm that provides the service busy IT managers and executives expect.
Some elements of service your document security system provider should offer include:
- Personalized data migration and set-up services
- Quick, easy, customized training
- Fast deployment
- An intuitive, user-friendly platform
7. Guaranteed Uptime for Business Continuity
Look into the track record of any virtual data room before you sign on for secure file storage. Especially now, with so many people working remotely, you want authorized personnel to be able to access their documents easily and securely from any secure internet connection. Your document security system provider should offer a service level agreement that guarantees 99.95% uptime or greater to ensure your business continuity and peace of mind.
Finding a document security system that meets all of these qualifications can be tricky — and making the wrong choice could expose your company to unnecessary risk. This is where Caplinked comes in. Caplinked virtual data room solutions offer full-featured, secure file storage widely adopted by enterprise-level organizations that need to share files securely, negotiate through digital paperwork, and send and sign contracts.