Document Security

Document Security should be a critical business practice to every organisation. Confidential customer data, business strategy documents, and internal reports may fall into the wrong hands if document security has not been adequately established. Compromises in data security could lead to financial losses, lawsuits, and significant reputation damage that could risk the integrity of the entire organisation.

In the digital age we live and work in, it is surprising how many organisations still don’t have effective control over document security, their data, and multi-functional devices (MFDs). From government approved hard drive removal to Secure Release print management we have a range of solutions that can be tailored to solve your insecurities.

Given the importance that organisations are placing on security, it is surprising that a fundamental component of any data security strategy is so often overlooked. The print environment plays a vital role in keeping an organisation’s information safe, yet IT teams often consider this as beyond their remit and the responsibility of someone else. The majority of organisations are unaware that all documents printed, copied, faxed or scanned are saved on a machine’s hard drive, and even worse what happens to this hard drive (HDD) once their device is replaced.

Beyond hard drive destruction you can also implement additional processes to further improve document security. We can help you find the right document management software to give you a mix of control options including creating audit trails for documents so you can track each time they are viewed, edited or printed. Another document security option is Secure Release where jobs are only printed when they’re released by the user, therefore sensitive documents will not sit uncollected on the printer.

Apogee Corporation Managed Print Services Outsource Print UK Europe

 

We now have the ability to accurately track costs and improve document security, and we know we’ve got the service backup we need.

 

Document Security Approaches

There are three principal approaches used today to secure documents. Apogee consider all three when auditing your infrastructure, selecting appropriate print technology and managing your document services. The principal approaches are Digital Rights Management, Encryption and Collaboration.

Digital Rights Management (DRM): Limit the ability to access, view or print documents. The methods vary widely, but can include preventing the ability to copy and paste, use USB devices, screen grab or access systems (such as printers) only from specific locations or devices.

Encryption: Technology that hides documents from users who are not authorised to view them, and verifies that the content the creator published remains unchanged.

Collaboration: Control mechanisms to secure documents from being accessed, modified or distributed by inappropriate users.

Document Security

Why Apogee should be your first choice:

  • ISO 14001 accredited management standards
  • ISO 27001 accredited information security management
  • Cyber Essentials Plus security certification
  • Secure document processes and workflows
  • Secure HDD removal
  • Reduced waste levels whilst increasing security
  • Pro-active remote monitoring of all technology and devices
  • Detailed audit trails of all documents
  • Professional and responsive support throughout contract life
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