7 Feb 2020

Document Security — Old Issues, New Contexts

document security

How can organizations safeguard their data in a world that is growing increasingly insecure? Should they build a separate security framework or adapt to an existing one and extend it throughout the system to address anticipated risks?

The corporate world today has moved into an era of mobility and cloud storage. And while technology has enhanced operations and streamlined assistance, the threat of data breaches has magnified manifold.

In a world where data is ubiquitous, it can be terrifying to imagine how very few precautions are taken to protect the information flowing throughout an organization or even take data security seriously. In an age, where everything is shared seamlessly, such as one's email address and mobile numbers to more confidential data like personal credentials and financial details, the consequences of not safeguarding that data can be dangerous.

Across the world, GDPR and similar data privacy regulations are compelling companies to take fundamental steps in preserving their organizational data and manage it accurately. However, when it comes to single entities or persons, be it, customers or employees, much needs to be done on educating them on the seriousness of a data security breach or not having requisite backups in place.

Data regulation is essential in keeping organizations in line with legal requirements. However, individuals still carry the responsibility of safeguarding their own data. This data could be in the form of document files, PDFs, and other crucial records that are hived on hybrid and cloud-based environments today.

Knowing about data security begins by asking basic questions in the digital world. Individuals must understand what they are agreeing to, and the trade-offs, particularly when it comes to free services, mobile applications, new beta launches and more. Most people simply tick on the terms and conditions box without going through them carefully. But at the same time, not accepting those conditions could mean the inability of using the specific service or application. In the case of free services or apps, one must introspect why it is free and think twice before handing over personal details, information, and credentials unknowingly to an organization.

And while being cautious about new technology, it can also help to understand the implications of older technologies such as flash or pen drives. These innocuous bits of storage devices are crucial but just as dangerous when it comes to data security. While these can be easily lost, and so can the data long with them, some others could launch a malicious infection into a computer and compromise the data in it.

Today, even trusted platforms and all the applications in them does not mean that your data is secured. Users need to be continually educated on how to safeguard their data in the most effective manner. From the perspective of an organization, employees must realize that there could be grave repercussions for a company if it does not comply with legislation and data security regulations.

Typically, employees do not usually download suspicious emails with the purpose of harming the company's reputation or bottom line. In some cases, there could be a relevant requirement to download a specific application to access a document. However, these applications could have malicious code piggybacking onto them. But, preventing employees from downloading any and all information could have an adverse effect on their morale and could impair productivity. This is why organizations must consider a carefully choreographed data security process in which the company considers not only the effectiveness of the data security solution but also the impact of the solution on the uptake in the use of applications and systems in the organization.

Digital rights management (DRM) offers continuous data protection throughout the lifecycle of a document file or PDF. With the help of DRM, businesses no longer need to arrange secure file transfers, operate complex and unwieldy technology or assemble data files to store them. Through DRM, PDF files or documents that contain classified and sensitive information are instantly encrypted and safeguarded without additional complication in an employee's workflow process. A robust DRM technology solution can protect information at the document and operating system level. Given the recent spate of data security breaches across the world and especially in large and small corporations, there needs to be a renewed interest and attention in securing private information, which can be effectively resolved with digital rights management.

From customer information to intellectual property, confidential correspondence to proprietary information and vested content, data holds the power to make or break the future of any business. This is why it is now more crucial than ever to protect organizational data and shield it to the greatest extent possible.