Why You Need to Have Document Security in Your Manufacturing Business

Keeping information and documents secure is a challenge for any organization. In the manufacturing sector that relies on documents and products flowing through the company, the process is even more complicated. The manufacturing industry relies on many different sets of information, some of which may be proprietary or confidential. They also depend on information that is accurate, accessible, and actionable.

Document management systems can help any manufacturing company to secure its information while staying productive. Using a digital solution makes information accessible while ensuring only authorized staff has the necessary rights to view, edit, or revise a document. In the manufacturing industry, document approvals are essential to keep production running and eliminate errors that can lead to costly delays or the expensive rework of a production cycle.

How Document Management Systems Improve Information Security

Cybersecurity requires immediate attention from companies of any size. The rise of cybercrime over the last few years presents a significant threat to small and medium businesses. Files that exist on workstations remain vulnerable as a single, erroneous click on a link can lead to disaster. Small to Medium Businesses (SMBs) accounted for two out of three cybercrimes by 2019.

Criminals use any means necessary to gain access to a company’s networks or other private information, and use that for maximum exploitation and financial gain. A single uncollected print or an employee opening the wrong email attachment can lead to a compromised system. Using a document management solution, the company can protect its information during transit or rest. Here are five ways a document management system can help manufacturers protect information.

1. Improves Document Organization and Saves Time

Digital files stored on network folders aren’t efficient. The more documents and drawings a specific workstation contains, the less organized it becomes. Finding specific information using a network folder set up can increase the time it takes to track down the latest document. With an organized, controlled document management structure, the company can ensure they retain all information in a retrievable and searchable library.

2. Enables the Company to Implement Disaster Recovery

By creating regular backups of the documentation database, the company can recover from any disaster. For the best results, backups should reside on a location outside the facility (like cloud-storage or an offsite datacenter). The company should also ensure they encrypt all backups in case a ransomware attack succeeds.

3. Adds Additional Password Protection to Documents

With a digital solution, the company can increase protection on certain documents as required. For any highly confidential documents, the company can add a password to open or access the file. It’s also possible to deploy an access control model that assigns view, edit, and approval rights on documents, ensuring only authorized users have access and control.

4. Controlling Revisions and Versions of Documents

Manufacturers’ staff need access to the latest, approved documents. Older files can reside on backups, but should never confuse an operator or production manager. Using a document management solution, the company can control all document versions and ensure only those released for use remain available. For older revisions, the organization can archive the documents and retrieve them when required during a future audit or production review.

5. End-to-End Encryption

One of the biggest benefits of a document management system is the ability to encrypt all information to help keep it secure. With so many devices involved in the management, transmission and production of documents, ensuring the files remain encrypted from unauthorized use can prevent a breach from occurring. Encrypting all the documents will ensure only approved users have the unique decrypt key required to access their information.

Why Document and Information Security is Essential for Manufacturers

Data breaches present an existential risk to organizations. The cost of recovering from a breach continues to rise, with the average being $3.92 million, according to some reports. Losing critical information not only disrupts operations, but it could also lead to having to pay a ransom. If the company didn’t prepare for that, it could lead to the business having to close down permanently.

There are additional risks, such as corporate theft or disclosing company secrets. To protect the most sensitive information, the company can ensure they use a classification system that elevates security according to a disclosure policy. This can help retain the necessary records and information while ensuring the facility’s staff still has access to their work documents.

Deploy a Secure Document Management Solution with James Imaging Systems

James Imaging Systems can help manufacturing companies to deploy an integrated, secure document management system. With cloud and on-premises solutions available, the organization can ensure they get a system that works with their current technology models. Protecting information from bad actors requires a team of professionals that remain dedicated to information security. James Imaging has the necessary network security experts, technologists, and support professionals to ensure manufacturers can reduce their attack surface and deploy an efficient, productive solution.

To find out more about James Imaging Systems’ document management solutions, get in touch with one of our experts today.