Businesses store sensitive information related to their work in paper formats. However, with growing digitization, the transformation from paper to digital is imperative for many organizations. Document scanning makes this transition easy.
Storing digital files has many benefits, such as saving space, sharing easily, and protecting documents against damage. However, it also comes with new risks of cyberattacks and data breaches.
Most physical records contain confidential business information, which demands strict security during document scanning. Data security and compliance are a necessity with growing cyberattacks.
This blog discusses the security measures and regulatory compliance to follow during document scanning and digitization.
Ensuring Security Measures During Document Scanning and Digitization
Document scanning is transitioning a paper format into a digital one, making it easy to manage and retrieve data. However, with scanning, data security is the major concern of many organizations.
So, it is important to follow various security measures when scanning documents.
Preparing and Handling Documents for Scanning
To start the secure document scanning, the first step is to carefully handle the physical documents and sort them in order of scanning. Also, prepare the documents by smoothing any creases or mending torn edges.
Also, be mindful of the following aspects that will help prepare documents for scanning.
- Work in a clean and secure environment, allowing only authorized persons to handle the documents with care.
- Perform document scanning in a controlled area where unauthorized access is restricted. It can be under surveillance to reduce the risk of damage, loss, or theft.
- Maintain an inventory of document logs to keep track of the name and condition of physical documents before giving them for scanning.
- For sensitive documents, allow two people to work together to ensure everything is monitored. This ensures enhanced security in case of loss.
- Have a list of physical documents ready before scanning. This will make it easy to check all the documents after the scanning.
- Follow the company’s guidelines for handling physical documents after scanning. This can include either storing or destroying them.
- In case of any loss or damage to physical documents while scanning, have a security protocol to address the concern. The protocols can be immediately informed about damage and how to handle or restore it.
Use of Secure Scanners
When scanning documents, the use of reliable and secure scanning equipment is of the utmost importance. A secure scanner will digitize documents without compromising the data.
Another reason to use a secure scanner is to eliminate any potential risk associated with handling sensitive information. Scanners that allow data encryption will reinforce data security measures.
To ensure security measures during scanning, implement the following strategies.
- Use a scanner that allows immediate encryption of data after scanning to maintain the integrity of physical documents.
- Restrict access to the scanner to only authorized persons and place it in a secure area. This will prevent any tampering with the scanners.
- The scanners and software should be updated with the latest features for data security.
- After verifying the digital scan’s accuracy, ensure proper handling and safely dispose of the physical documents as per the company’s protocol.
Controlling Access
An important aspect of safeguarding physical documents is to control access during digitization. Having security protocols beforehand will ensure a smooth scanning process. The protocols can include authorized access and the handling of sensitive information.
It is important to decide who will handle the physical document for strict access control. IDs, passwords, or biometric analysis can be used to allow an authorized person to enter a secure scanning area.
It is also important to provide security to the area where all the physical documents are kept for scanning. The safety measures can include filing cabinets with locks and alarm systems in case of security breaches.
It is advisable not to keep any physical document unattended during the scanning process to mitigate the risk of losing any essential papers.
Encryption of Data
Data encryption is crucial to prevent data breaches during secure document scanning. Data encryption means coding confidential information to hide it from unauthorized people. It allows access to only those with a decryption key or required credentials.
It is possible to apply encryption to the entire content of the document or to secure the connection required to transfer the digital files.
For additional security, Secure Sockets Layer (SSL) or Transport Layer Security (TLS) enhances the transfer protocol when transferring files from one location to another.
Auditing and Data Management After Digitization
After completing the document scanning, it is necessary to conduct digital document audits to ensure data security regularly.
Regular audits of digital data will ensure the safety of stored data, check authorization access, and track who accessed the files.
Incorporating a Data Management System (DMS) will further help to index data, improve searchability, and also control access. It will also help in tracking any changes made in the document after digitization.
Regulatory Compliance for Document Scanning and Digitization
Regulatory compliance is a must for businesses to avoid fines, lawsuits, or penalties in case of any discrepancy. This can often harm the company’s reputation. Secure document scanning helps adhere to regulatory compliance, as mentioned below.
- Retention of Data: There are specific timelines for the company to retain certain types of data, such as transaction history or employee information. Scanning of documents ensures standard compliance.
- Tracking of Document: Tracing the document history is essential for compliance during audits. Digital files make it easy to trace, view, edit, or produce them during audits.
- Privacy of Data: Secure document scanning keeps sensitive client data private. Staying compliant also helps them to gain trust.
Conclusion
Secure document scanning and compliance are essential steps for businesses towards the digitization process.
Handling physical documents, giving authorized access, and encrypting data help an organization maintain data security. Conducting regular audits and using DMS will help in keeping data secure.
Regulatory compliance helps businesses retain necessary information and maintain privacy with clients’ data, gaining long-lasting trust.
