June 19, 2024

Ensure Safe Document Distribution in the Cloud

Relocating organisation and collaboration and storing of documentation in the cloud is a remarkable way of reducing complexity and ensuring minimal IT expenditure. Based on the research conducted by Gartner, over 75% of major IT departments are likely to enjoy enhanced cloud enabled scalability, lower costs, and employee agility by the end of 2015.

safe document

But it is not possible to rely only on cost savings as the greater need of the hour is to avoid risk to potential data loss, at all cost. It is, therefore, important that organisations comprehend the possible interchanges with regards to data possession and protection, before management thinks of incorporating cloud services within their companies’ systems.

Organisations also need to look into the departure of a specified document out of its protected network into a cloud environment, and ultimately leaving the cloud to enter into an unprotected mobile device that may be impractical to monitor, supervise or control.

Here we look at the aspects in the life cycle of a document and suggest an overall strategy right from the document’s departure from its protected enterprise server into the cloud environment, ending with the document’s entry into an unprotected device.

Enlist a Cloud Protection Provider

Engaging cloud application security for organisations that have already adopted cloud services to store their data is an excellent strategy. The additional layer of security from the cloud services provides a good deal of protection on your cloud data, giving one the power to handle permits, trace usage and make certain that the documents are being used as they should. But if the document is exported from a cloud provider, e.g., Google docs, the best way to protect it would be to apply an end to end solution.

Ensure Safe Document Sharing Throughout

How can organisations Protect PDF documents once it has left the protective confines of a secure organisational grid onto an unknown personal device? Considered to be the ‘last mile’ of protecting a document, securing this last mile is of significant concern. Which is why, it is of great importance that enterprises comprehend the consequences personal devices are having on endpoint protection.

According to a study conducted by InDimensional Research on the impact of personal computing devices on information security, it was revealed that over 90% of employees with personal computing tablets or smart phones connect to the organisational network. In addition, over 75% of IT professionals stated that one of the largest contributions to security incidents are mobile devices.

To ensure that critical documentation and data does not leak out through unsafe personal devices, engage an up-to-date document security solution such as LockLizard. With LockLizard’s highly advanced, cutting-edge solutions, documents can not only be tracked but can also be ciphered with encryption technology, as well as embedded usage controls within the document that control how a document can be used, for how long, where and when. To further prevent document tampering, real-time accessibility and dynamic control is given to the owner of the document.

Even when the documents are stored in the cloud, they can be tracked and made visible to the owner as well as the behaviour of all users accessing the document. In addition, to ensure compliance, document permissions can be used to automatically expire content once it has reached a certain date, or a number of days after first use. Regardless of where the document travels, you will be in complete control of your documents with LockLizard.

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