Important Safety Features of ISO Document Control Software
While the term 'document control system' can be used for all processes that manage documents, the term is meant explicitly for digital platforms that archive and store electronic documents. One of the crucial determinants of the best ISO document control software for your company is its security. After all, you would not want your sensitive information in the wrong hands because of a vulnerable document management system. Here are the main safety features of an ideal system.
Data encryption
The security of ISO document control software starts with the way it encrypts data. There are several encryption types for businesses, but most use 256-bit encryption. This is military-grade encryption that might sound excessive for your company, but it is not. The traffic between devices and your document control software should also have HTTPS encryption to keep hackers out, more so when workers access the system remotely.
Access right management
To restrict unauthorized access, documents should only be accessed after users enter a password and username. You can have specific access rights that allow users to only view documents that are relevant to their tasks. Document control software also sometimes has different engagement levels. This means some users can only view the documents, while others can edit them.
Document integrity
You should trust the authenticity of the documents in your ISO document control software when you access it. The software can authenticate the integrity of documents using electronic signatures that guarantees the document has not been manipulated or altered. There are also change logs that record all annotations, workflows, and access to documents so you can reconstruct their history.
People assume that virus protection is all they need to secure their document management systems. While malware can wreak havoc on your data, the above features are also essential to protect the documents. Take time to consider them, so you do not suffer buyer's remorse.