Make document management security a top priority
In the digital era, cyber attacks have become a common thing. They can affect all types of organizations, regardless of their size, sector, or notoriety. According to Cybersecurity Ventures, cyber attacks are expected to occur every 11 seconds in by the end of 2021. Thus, as a company you must focus on cyber security more than ever in your digital transformation project.
Top 6 different cyber attacks that target your business data
Cyber attacks aim to obtain sensitive information from a company, country, or any organization for various reasons, generally for an economic gain but also to get a competitive advantage, or even for political reasons. Concerned data can be linked to customers, bank accounts, trades, research, etc. The ENISA (European Union Agency for Cybersecurity) identifies 15 types of cyber attacks in its 2020 report, with some specifically targeting documents and content:
- Malware, which means malicious software, damage/destroy computers and their systems with viruses or worms for example.
- Ransomware, a specific type of malware that asks for a ransom to unlock the access to victim’s data.
- Information leakage is an unintended loss or reveal of sensitive information from a company.
- Data breach, slightly like information leakage, is a steal of sensitive data from an untrusted external access.
- Cyberespionage is obtaining secret information, usually for a strategic reason, without the knowledge from the victim.
- DDoS (denial-of-service) attacks make servers or applications inaccessible for users, temporarily or indefinitely.
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Open Bee DMS meets your data privacy requirements
With a user-friendly and intuitive cloud-based document management system, you save time when scanning, indexing, archiving, and securing both paper and electronic files, while preventing from hacking and unauthorized access. Major aspects of data security are covered by Open Bee DMS software:
1-Document Exchange: Reduce the risk of information misappropriation related to email by sharing your files via a secure online portal, integrating encryption of stored data (AES 256-bit) and in transit (https).
2-Compliance: Strengthen the security of the personal data of your customers or employees by managing your information within a DMS hosted on an ISO 27001 compliant certified datacenter and integrating various modules such as file retention time management
3-Access control: Opt for an efficient password policy management (definition, length, renewal frequency) associated with the dual authentication factor (2FA) and secure access to your files and documents.
4-Electronic document management: Benefit from advanced technologies that are extremely relevant to the fight against cybercrime and the misappropriation/loss of information, such as our AFNOR NF certified electronic vault.
5-Archiving: Eliminate the risks associated with keeping your information in paper format (destruction, loss, theft…) by scanning your documents and keeping them in an electronic safe.
6-Confidentiality: Ensure that only authorized persons can access confidential folders in your organization (payroll, legal, R&D…) by monitoring access permissions on records (accessing rights).
7-Backup: Synchronize your file server and desktop with DMS cloud, keep a copy of your important metadata, and easily retrieve them in the event of a disaster.
Draw the attention of your co-workers on data security
Even if in computer science zero risk does not exist, it is still possible to limit and anticipate security breaches and data leaks in a fairly simple way with management systems. As a company you also must make your employees aware of the need to implement good practices, but above all, take concrete precautions to protect your sensitive data privacy contained in your business documents, whether they are in an electronic or paper format. Here are some recommendations to limit security risks regarding your business information:
- Make sure employees know to stay vigilant against attacks and that users understand, and follow, the authentication, encryption, and data/document governance policies put in place by the company.
- The use of paper and filing cabinets is time-consuming and unsecure from disasters. In a paperless environment, you can simplify workflows and the way you collaborate towards securing all indexed documents and reducing your vulnerabilities.
- Choose security experts for whom the main missions will be to maintain cybersecurity and manage risk-assessment. Their purpose is also to conduct more audits on document security.
- Establish security policies and protocols, such as remote working regulation, to securely streamline document storage and information management so employees can also know what to do in case of a threat.
- Reduce the use of emails or non-approved third-party applications to share business information.
Download our brochure to see exactly how our solution protects your data privacy!
