April 24, 2024

Protecting Vital Documents: What Should Be Made Secure

Managing information technology is not just about saving costs. A robust information technology strategy is one that not only helps in reducing expenditures, but also helps in cutting down the risk of losing vital data or information as well. Knowing and implementing a little bit of risk management techniques can help in equipping one’s IT strategy with better security, while weathering all storms.

The increase in personal devices across an organisation is known to compromise conventional security norms within a network. It has become ever more important today to secure critical data and information due to the shift in the increase of personal mobile tools in the workplace. If you are looking to secure critical information from prying eyes, you will need to know what kind of data needs to be shared or reserved and which documents are sensitive.

Different documents in organisations have differing risks and knowing how to categorise data can help in prioritising documentation security and creating a robust document security system.

In order to do so, it is important to place data broadly within two categories:
positive data that gives a positive return when disseminated
negative data that gets a negative return when disseminated

To better protect one’s own data in an organisation, it is highly critical to understand these concepts in detail.

The more Positive Data spreads the better It Is for an Organisation

Positive kind of information is highly advantageous when it is being spread. Such kinds of data include sales and marketing collateral, company announcements, social media updates, official press releases and similar material. If any of these materials fail to reach your audience, the return on that data will be extremely low. It is important that such information reaches out to as many people as possible in order to spread goodwill about the brand and its services.

Negative Information loses its value if it is shared

On the other hand, negative information is data whose value is greatly impacted in a negative manner if it is shared or distributed. Examples of such data include financial reports, company secrets, intellectual property, employee records, customer databases, etc. If documents containing such information reach unauthorised people, the information becomes a liability to the organisation. Losing control of the spread of negative information can result in loss of money and a tainted reputation for the organisation.

Negative information needs to be protected and it is important that the company focuses on its security efforts in safeguarding sensitive data from being viewed or tampered by un-authorised personnel.

Fortunately, there has been an increase of information centric security solutions and documentation protection techniques that are helping to prevent the dissemination of negative information. (Effective document security systems) Enterprise PDF DRM not only provides all-round protection of classified documents but they are also useful in tracking the whereabouts of such information once it has left the organisation controlling the documents. Implementing a document security solution is of great benefit to organisations as it not only prevents future incidents where classified data falls into the wrong hands but it also prevents the occurrence of attracting regulatory penalties or a loss of reputation.

Given the number of purposeful security violations and trespasses that are taking place in the industry today, due to the proliferation of personal mobile tools, it is important to consider protecting your organisational data with a robust document security solution like LockLizard. Think of a document security solution as an insurance policy; there is a small price to pay for protection but huge advantages to be reaped by being protected from massive future losses.

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