A highly secured online document portal is a unified digital system that facilitates enterprises to effectively store, and handle confidential data securely. This blog will help you understand different advantages of leveraging a secure document portal for your business.
What is a Secure Document Portal?
A secured document portal is a web-based centralized web repository that offers a fully secured environment for efficiently storing, sharing, transferring, and handling all sorts of confidential and sensitive data. It is meticulously designed to safeguard confidential documents from unauthorized access, data pilfering, data loss, and data compromise.
A secure document portal involves below mentioned features:
- It includes an encrypting method that allows users to generate a key to secure data, in transit and at rest.
- It has an access control feature that enables team members to restrict file access to authorized personnel instead of granting permission to all.
- Secure document portal helps to review the flow of confidential data to effectively prevent the risk of data leak, data breach, etc.
- It involves a multi-factor authentication feature that requires people to verify identity using two methods.
- It also includes the functionality of sharing documents and files through secured links that includes expiration dates.
- The tool also has the feature of scanning the uploaded files to identify viruses and malware before they are accessible to the end user.
- It also has the feature of reviewing audit logs by tracking activities of users to know who has accessed a particular file, who has modified the file, thereby offering transparency and taking measures for any suspicious activity before they escalate further.
- The best feature to look for in a secured document platform is compliance certification like ISO 27001, SOC 2, etc. This in turn helps to gain the client’s trust effortlessly.
Advantages of Using Secure Document Portal:
Secure document portal provides a wide range of advantages for the enterprises, including:
Security advantages: A secured document portal is diligently designed to safeguard sensitive and confidential files from unauthorized access, data compromise, or data corruption.
Compliance benefits: A highly secured document repository allows enterprises to strictly adhere to regulatory requirements, namely GDPR (General Data Protection Regulation), and HIPAA (Health Insurance Portability and Accountability Act), etc.
It helps to boost productivity: A secured document platform expedites file sharing, transferring, and collaborating with cross-functional teams, thereby decreasing the risk of manual errors and improves efficiency.
It helps to organize documents effectively: Secure document platform offers a unified web-based document gateway to enable storing and handling files, simplifying data retrieval process for accessing required documents.
Decreases expenditure: A secured document base decreases the requirement of having a physical location of file storage, and disposal after the intended use.
Best Practices to Consider for Executing a Secured Document Portal:
When it comes to executing a future-proof secure document platform, organizations must perform thorough research and planning. There are some of the best practices to consider as mentioned below:
You must perform a risk assessment procedure: It is crucial to recognize potential threats to security in the system before you come down in favor of implementing a robust, secure, and unified document repository. Accordingly, you can opt for the one that aligns with your business objectives.
Having a well-drafted security policy in place: It is good practice to have a well-drafted security policy in the organization that includes detailed process of leveraging a secured web portal for file storing and sharing.
It is important to provide training to employees: Another best practice to consider is imparting training to organization’s teams to help them understand the value of a secured document portal and how to make optimum use of it for increasing their productivity and efficiency.
Reviewing the audit logs regularly: Cross-functional and cross-department teams must make it a point to regularly review the audit logs of the portal to assure the portal is compliant. It also helps in tracing any suspicious activity and taking measures to eliminate the same before it escalates further.
Timely upgrade and patching: It is a best practice to schedule the patching and upgrading activity of a secure document tool to make sure it is fully secure and safeguarded against security threats or other vulnerabilities.
Final Thoughts:
In a nutshell, a secured document platform is necessary for fastest-flourishing industries, more so if the company manages confidential data. A secure document repository allows for the easy storage of files and the transfer of documents to different department teams. A robust secure document portal helps various industry verticals to enhance security, efficiency, and productivity.
When planning to select the best secure document tool, consider key attributes such as encryption methods, access control to prevent unauthorized access, multi-factor authentication, regular audit log monitoring, and compliance certification. You must adequately follow the best practices to make sure the document repository remains secure and protects sensitive information.