The current scenario of data threats and attacks are compelling companies to be at the top of the game when it comes to maintaining compliance and data security. Despite this awareness created to the threats, a lot of organizations are not yet prepared to deal in a situation of a data breach and are not well equipped with knowledge and plan of action to prevent one.
It is becoming highly imperative for companies to stay on top of both transactional and information based communications. It’s a practice that will take care of them to meet compliance as well as many other vital issues.
In conjunction with these necessary communications, it is vital for organizations to make sure that the document integrity is also maintained. The characteristic of data security breaches differs from industry to industry.
Additionally, you need to check if there is compliance with all government regulations within your digital and physical communications.
To make sure protection and privacy of data are taken care of, ask yourself these four questions:
- Do you have proper measures to safeguard your digital communications?
- Do you have security measures in place for your printed communications?
- Do you have processes defined to audit communication and to ensure it is secure, accurate, and safe?
- Are you maintaining an audit trail that talks about accuracy and quality assurance?
The implementation of document integrity best practices will facilitate you to answer in affirmative to all these above questions.
The importance of document integrity and compliance
Organizations can be at risk if the documents aren’t handled securely, or they go missing, or if they are sent to the wrong people, and don’t comply with the regulations. This is what makes document integrity a critical process, and the practice of handling documents needs to be precise.
It is an essential requirement for organizations to stay on top of the current legislation and foresee and navigate their way around new rules and regulations. The effect of not being in line by not implementing and maintaining data security could prove to be negatively significant. Organizations may face considerable commercial, reputational, and legal penalties.
Best practice advice:
Make sure that your data is safe always; however, it’s no small deed to manage this task in larger organizations as the volumes of information is at a higher scale. Neither is this a herculean task, especially if you know the pitfalls to avoid and implement the best practices.
Consider asking the following questions to yourself:
- Direct scanning or file-based processing? What could be more effective?
- How can you optimize visibility and maintain standards irrespective of whether your digital and printed communications are handled in-house or outsourced?
Want to know more about how to ensure protection and data privacy? Click on the link below to watch a quick video and to download the whitepaper The Best Ways to Ensure Compliance and Keep Your Data Safe.