Does your document management system have security built into every tool? Is your data protected no matter where it goes? Don't worry--today, we're here with four tips to help make your document management system even more secure.

Protecting Data with Document Management

The idea of document management is to help you take better care of your files--and to make sure they do the same for you. To create this balance, you need a system that empowers you to make the best, most efficient decisions--especially when it comes to security.

However, if your document management system doesn't have security built into its DNA, you might be wondering where to begin. Here are a few tips to help get you started:

  • #1: Digitize as soon as possible.

Digital documents are much easier to store, protect, and track. Until you can digitize everything, though, it's important to remember that your physical files need protection too.

  • #2: Track changes.

When it comes to security, you want to know everything that's happening to your files. Your document management system should allow you to track changes on each individual document, giving you insight into who's editing what and why. This limits the risk of data theft or accidental loss.

  • #3: Utilize custom permissions.

Custom permissions help you make the most of document management. By assigning access based on seniority, role, or individual identification, you can control who can reach what types of data.

  • #4: Stay organized.

Document management should help you stay organized--but it's not just about efficiency. When you know exactly where your files should be and how they should be structured, it's much easier to notice red flags or security breaches.


Document management is a rich and comprehensive web of solutions--and, in many ways, security is often in the very middle. Even if security isn't built into your system, you can help out by taking extra steps to protect your files--like tracking changes or staying organized.

Want to learn more about document management? Worried about document security? Contact us today for all the help you need!

Why EBP?

At EBP, it’s our mission to help you print outside the box. Beyond copiers and printers, we provide the customized solutions, services, software and workflow that streamline your company’s processes to help you work smarter, not harder.

As your dedicated, full-service partner, our entire team is committed to exceeding your expectations on every level. We are family-owned, driven by family values and proud to be part of the Ricoh USA family group, recognized industry-wide for our organization's excellence in service year after year. Simply put, we’re here to help - every day and in any way that we can. 


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