Document security systems

Protect sensitive data with document security systems

Your business documents contain a great deal of valuable data and sensitive information – which is why they’re the target of cyber criminals and malicious actors. As the volume of documents you create, use, and store continues to rise, so too does the risk of a breach. Achieving superior security requires a multilayered approach that combines awareness training, effective practices, and document security systems.

Document security systems are technologies that protect documents from theft or unauthorized access. From encrypting files to controlling access, these systems automate the process of applying a variety of protective measures to minimize risk and fend off attacks.

As a next-generation intelligent information management platform, M-Files offers advanced, AI-powered technologies that can play a critical role in designing a superior document security system.

More control over documents and processes

Keep your data secure and enforce policies throughout the organization with M-Files.

The essentials of document security systems

There are huge inherent risks in creating, using, sharing, and storing documents. From cyberattacks and breaches to data leaks and malicious insiders, the security of your documents and the sensitive data they contain is constantly under threat.

There are three critical considerations when designing document security and risk management solutions for addressing these threats.

Visibility of your documents

You can’t protect what you can’t see. Organizations that lack a central visibility of their document assets will have a much harder time protecting them. Yet many companies are stuck with technologies and systems that aren’t integrated, creating data silos that hinder visibility. To enhance protection, superior document security systems must be built on clear visibility into all assets in the digital workplace.

Control over access

From accidental data leaks to malicious insiders to human error that leads to breaches, user access represents one of the highest risks to security. The ability to control and track who can access information is central to solid document security systems. Superior technology will provide tools for granting and revoking access, for controlling how documents are shared, downloaded and printed, and for providing audit trails that track all activity. With strict permissions in place, there’s much less room for human error and malicious activity.

The need for flexibility

Today’s marketplace is the site of massive disruptions, shifting demands, changing workforce expectations, and increased regulatory scrutiny. For these reasons, document security systems must embrace flexibility. When regulations change, employees leave, and business requirements evolve, document security systems must be flexible enough to automatically adjust permissions and access to support business agility while still protecting sensitive information.

M-Files: an intelligent information management platform

M-Files simplifies the task of finding, accessing, and sharing documents with people inside and outside the organization. Powered by artificial intelligence, M-Files connects all documents and information across every platform and repository, analyzing them to determine their content and context. Rather than requiring documents to be migrated to a single repository, M-Files indexes, syncs, and maintains documents wherever they reside – on local drives, in the cloud, in email inboxes, within CRM systems, in network folders, in filesharing services, or in other business systems and storage locations.

By storing and retrieving documents based on metadata concerning what’s in the file rather than where it’s located, M-Files makes it easy to find everything with just a couple clicks. By storing a single copy of a file and providing links to those who need to access or edit it, M-Files creates a single source of truth and avoids versioning headaches. And by connecting to legacy systems and archives, M-Files data management technology provides a full view of data across systems and applications, surfacing business-critical files from "dark data" stores.

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See how M-Files addresses some of the biggest and most common information security gaps faced by organizations.

M-Files’ document security systems

M-Files’ unique architecture and approach to document management provides the tools and infrastructure you need to achieve superior document security.

A centralized view

By providing a centralized view of all documents, M-Files makes it easier to protect a wide array of assets.

Complete control

With granular control over document permissions, M-Files tightens access protocols to enhance security. You have full control over who can access information at any stage in a workflow, and access can automatically change when people leave or change roles in the organization.

Flexible technology

With a solution that can be easily customized to the needs of your organization, M-Files delivers the flexibility to help you operate efficiently while ensuring enterprise-level security.

Audit trails

M-Files makes it easier to keep audit trails that can be accessed in real time with just a few clicks. Our technology delivers clear visibility into who has done what and when.

Automatic compliance and quality management

Automated workflows help ensure your quality processes are working, your documents and protocols comply, and your certifications are up to date.

Easy integration

M-Files integrates easily with your existing defenses, enabling you to bolster your current document security systems with M-Files’ technology.

Services to support deployment, training, and business growth

As you look to M-Files’ technology for document security, document management, or enterprise content management, take advantage of our experience with services that support your journey from project start to document lifecycle management.

Rapid Deployment packages

Streamline your business in weeks and bring order to information management chaos with Rapid Deployment Services that streamline deployment and reduce time to value.

M-Files Managed Service

With dedicated managed service from M-Files experts, you can improve enterprise risk management, increase ROI, and enjoy a safe and controlled way to implement changes to your system.

Training services

Our training services drive user adoption and reduce time-to-value.

How M-Files enables efficiency for your business?

Faster search

What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.

Familiarity

You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.

Easy collaboration

Share content securely, and co-author documents simultaneously — wherever you work.

Streamlined daily work

Let M-Files suggest tags for your documents and add workflows for faster processing.

Why secure documents with M-Files?

M-Files improves business performance by helping people find and use information more effectively. Built on artificial intelligence technologies, M-Files breaks down information silos by delivering an in-context experience for accessing and leveraging information that resides anywhere in your system. By connecting content with intelligent automation, we increase the productivity of knowledge workers, strengthen collaboration, enable business continuity, and ensure a seamless digital experience.

Our automated processes keep business moving by simplifying document intensive tasks, minimizing human error, and streamlining processes. With M-Files, information flows freely and securely throughout your organization, keeping business and timelines on track.

Easily adaptable and scalable for powerful customization and evolving needs, M-Files is the choice of thousands of organizations in more than 100 countries.

FAQs

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What are document security systems?

Document security systems help protect business documents by preventing theft, accidental or intentional leaks, and unauthorized access by attackers or malicious insiders. Document security technology uses a variety of techniques such as encryption and protocols for controlling access to protect documents.

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What are the benefits of document security systems?

Most of a company’s valuable information and sensitive data is contained in documents. By preventing documents from being stolen, leaked, or exposed in a breach, document security systems enable companies to avoid the financial, legal, and reputational damage that a breach can cause.

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What features are essential for document security systems?

Document security technology must provide clear visibility of all document assets throughout a company, no matter where they reside. A superior solution will deliver granular control of permissions, ensuring that only the right people have access. And document security solutions must provide the flexibility and customizability organizations need in an evolving business environment.

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