How to secure your agreements and documents
The article elaborates on which methods best cover you in connection with securing your files.
|Nikoline Astrid Lundberg
Process Improvement Manager
Whether you handle invoices, agreements or contracts, the security of your documents may not always be considered first. But security is absolutely essential for handling your files. An incorrectly handled contract or lost file can quickly reduce the trust of customers, employees or other users.
To help a little along the way, you can consider::
check Convert paper to digital
check Regular review of access permits
check Store documents securely
check Files across departments
check Digital signing
1. Convert paper to digital
It has long been normal to handle important documents printed out. Contracts, invoices and the like have been shaped and printed out in order to be signed. But printed documents can quickly be lost, stolen or destroyed.
Security procedures are being developed all the time and they are getting better and better. If implemented properly, a paperless office can provide better control over documents, better security of data and the possibility of storage and backup. At the same time, it is also easier to manage the document's life cycle and minimizes the risk of errors.
2. Regular review of access permits
Once documents have been stored digitally in the business, it is critical to safeguard who has access to the documents and data. Without proper care, files can easily be lost, misplaced or accidentally shared with the wrong people.
To secure your data and documents, consider who has access to confidential information and regularly review these permissions to ensure that only relevant employees have access to the information they need - while confidential data is protected from those who does not have.
3. Store documents securely
How do you store your documents? Are they stored safely and protected - or are they simply placed physically on the desktop or in transfers on the computer? Encrypted storage of documents and data provides an extra layer of protection, which can be essential if it is sensitive data and documents.
For example, Addo Sign collaborates with e-box and other storage systems that make it possible to save and store files safely.
4. Files across departments
When documents are sent across departments or to a recipient and must be signed, the handling of the documents must also be secure. When documents are handled digitally, they can also be signed digitally. In this context, it is also important to bear in mind who the documents are sent to and who has access to the data.
A signing solution like Addo Sign automatically creates an event log that shows a transaction trail of what actions have been taken with the document. The event log provides an overview of actions, edits and changes, which are also time-stamped. When it comes to digital signatures, these are more secure than traditional paper signatures.
5. Digital signing
A digital signature is just as valid as a signature written physically on paper. The advantage of digital signatures is that it increases the transparency of online interactions and creates trust between recipient and sender. The digital signature is uniquely linked to the signer, can identify the signer and, with high degree of security can be used with the signer's own control.
Addo Sign integrates with local versions of eID tools in our signing service. This is, for example, NemID and MitID in Denmark and Swedish BankID or Norwegian BankID.
Take the security of your documents to the next level
Ultimately, the security of your documents depends on which tools you use. In Addo Sign, security is built into the tool and you can easily send, receive, fill in and sign completely securely. If this is something you are interested in hearing more about, book a demo with our team today and learn how the tool can be implemented in your work processes.