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Best practices for secure document management

Discover how Kyocera’s document management solution can improve your document security.
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According to IBM, the global average cost of a data breach was $4.45m in 2023, representing a 15% increase over 3 years and creating the urgent need for organisations to implement the best practices for secure document management. 

If document security was not a top priority for businesses before, the recent notable rise in security threats has motivated many to gear up their organisation with modern technology to enhance their security strategies. 

Businesses worldwide have acknowledged the drawbacks of relying on manual and paper-oriented methods to manage sensitive documents, due to their inefficiency and high costs, not to mention the security risks. But the transition to digital document management is not without its own set of challenges, as it brings forth concerns of data breaches, cyberattacks, and unauthorised access that must be addressed appropriately. 

However, amidst these business pains lies the perfect solution: document management systems.

Why do you need a document management system? 

Document Management Systems (DMS) give businesses the power to store, handle, and monitor documents digitally, empowering employees within an organisation to seamlessly organise, share, and modify information. By providing a centralised storage location, access control for documents, password management, and other useful capabilities, document management systems make it easy for businesses to implement security best practices. 

A cloud-based document management system like the Kyocera Cloud Information Manager (KCIM) can significantly reduce the risk of data breaches. If you are concerned about document safety, then KCIM can offer your business significant advantages that go beyond security. 

Here is how KCIM ensures secure document management:

Secure cloud storage

Managing data and information is a challenging task. Document chaos is imminent when your employees are spending too long searching for information or if your company has no standardised process for sharing documents from remote locations. Without a document management system like KCIM that sends all your information to one central digital repository, vital documents can easily get lost in email chains, scattered across the company local drive or forgotten in an overflowing filing cabinet. If you don’t know where your documents are, how can you protect them? 

Document chaos is synonymous with security risks. Cutting-edge tools like KCIM streamline document handling and organise your information methodically. Moreover, cloud storage is designed from the ground up for maximum data security, keeping confidential business data safe regardless of where your employees are working.

Document search capabilities 

Storing your documents safely is just the first step to improved security; it’s also key for your business to be able to easily locate essential documents. KCIM empowers businesses to take control of their vast volumes of documents by employing advanced techniques to extract and label keywords from each document, making it easier to categorise and organise them into relevant folders. 

With KCIM, employees can swiftly locate specific documents, thereby eliminating time-consuming manual searches and gaining the peace of mind that comes with knowing exactly where their sensitive documents
are located. 

Document version control 

Secure document management depends on transparency. Have you ever wasted time trying to dig up the latest version of a contract or another important document? How do you know if sensitive data has been tampered with? 

KCIM relieves you from document security pressure by allowing you to track every document's version history and monitor changes made by users. Your business can filter queries by several options such as “Created on”, “Creator” and “Version”. If any unauthorised alterations or potential security breaches have taken place, the tool will help you to quickly identify them and take appropriate action. 

Control document access 

Finally, KCIM allows you to set up detailed access controls, ensuring that only authorised personnel can access specific documents. This can be enabled with user-based permissions, which restrict sensitive information to relevant team members and reduce the risk of data exposure. The system's ability to enforce access controls also bolsters compliance efforts and enables businesses to demonstrate their adherence to industry regulations and internal policies during audits or investigations.

Implementing a document management system 

Cloud-based technology such as KCIM offers a comprehensive solution to the challenges of document management. By combining security, efficiency, and compliance, this innovative system enables businesses to optimise their workflow, boost productivity, and safeguard critical information, ultimately fostering long-term success in an increasingly digitised and competitive business landscape. 

By investing in KCIM, businesses can rest assured that their data is safeguarded at all times, mitigating potential legal and reputational risks associated with data breaches. If you want to empower your business to navigate the complexities of the digital age securely, then Kyocera Cloud Information Manager is your solution. 

KCIM: Embrace digital security, streamline workflows and succeed. 


Document digitisation for smarter workplaces

Kyocera has the perfect solution for getting physical and digital documents under control

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