How Enterprises Protect Document Access and Usage

Data is an integral part of business development.
a person using a laptop

Data is an integral part of business development. Most companies thrive on information to make significant decisions. A business is bound to see rapid growth when it secures and manages data adequately. That being said, business information consists of company strategies, operating results, financial statements, product or service models, and a huge chunk of consumer data.

Since you have other people’s information in your system, you have a responsibility to protect all such data as a breach could drastically affect your company’s credibility and survival in the industry. In this article are some ways your business can utilize in protecting your company data.

1. Use rights management solutions.


Suppose you want to share data with others but don’t want them to have total control over the information. In this case, total control can mean editing, copying, sharing, or storing documents. You can use technological solutions like Digital Rights Management (DRM) or the Active Directory Rights Management Service (AD RMS).

AD RMS is a Microsoft security product that helps control the access rights of whoever you share a document with. DRM software, on the other hand, protects digital platforms from the abuse of their intellectual property. This means you can use DRM to restrict people from copying and using your company’s trademarked, patented, and copyrighted materials.

Speaking of DRM, if it sounds appealing, but you’re unsure where to start, companies like CapLinked can help. They offer secure document management software. You can safely handle contracts, manage documents, mergers, and acquisitions while increasing performance. This is all possible thanks to the comprehensive analysis of available data using easy-to-use tools. Well-known organizations like Microsoft, KPMG, Thomson Reuters, OPPENHEIMER, and several others, especially in the financial sector, trust CapLinked.

2. Set up password protection.

You can also use strong passwords that are hard to guess. Applications like Adobe Acrobat and Microsoft Office make it possible to set up passcodes on separate documents to restrict unauthorized persons’ access. In doing so, avoid using easy guesses like your name, date of births, or your pet’s name.

Make passwords as long and complicated as you can. You can mix up capital and small letters with punctuations and digits in a way only you can remember. You can also utilize biometric systems like facial recognition and fingerprint IDs alongside the passwords. Also, note that password protecting PDF files should, for example, be a common practice in sharing business information, especially about contracts and other sensitive information.

3. Consider the benefits of disk encryption.


You can use third-third party products that can encrypt an entire disk. Encoding a disk confines data in the drive, making it inaccessible by unauthorized persons. Some of these products can conceal disk within a disk drive by creating undetectable holders within a partition.

You can also use these encryption tools to create passwords with limited access and also have a master password for full access (which you keep). What’s more, try to encipher demountable flash drives, USB drives, etc. They always back up files. Also, consider having digital versions of all your documents in either an encrypted external storage device or a cloud server. No doubt, the world has gone virtually digital. And so, if you still have sensitive documents on paper, try scanning all of them into storage.

The cloud-server comes highly recommended. This is because, with a trusted service provider, your data will be secured and can be accessed anywhere and at all times. You’ll also be free from concerns of data loss due to fire outbreaks, natural disasters, or break-ins. All in all, there are many ways to protect document access. However, the above-listed are some of the safest.