The Paperless Office in the Cloud: The Future of Business? - Part 6: Locking Down Security with Cloud Computing and Paperless Document Solutions

Locking Down Security with Cloud Computing and Paperless Document Solutions

(#6 in a series.)


In prior posts we discussed the top 2 business drivers of the paperless office and cloud computing:  Cost and Speed.  Now let’s take a closer look at number 3:  Security.  

With the increasing proliferation of paper at work and in remote offices comes an increasing exposure to breaches of security.  Regulatory compliance also falls under this category since many regulations address requirements for protecting sensitive financial, personal identity and healthcare information.

So how does the paperless office increase security?  With paperless processes you have fewer touch points, and that means better security.  On average there are 9 touch points in producing and distributing paper checks or pay stubs, for example.  That represents a vulnerability to a breach of sensitive information.  You reduce that risk dramatically when you move to paperless systems.  

With paperless workflows comes Simpler Regulatory Compliance – with paperless systems you have audit trails with each access recorded with a user time and date stamp.  Regulators can come in and find the documents they want to view immediately by serving themselves.  Give them a workstation and a user ID and password, and they can trace every touch point – relatively impossible with a manual paper system.

With cloud computing your documents are stored in a hardened storage facility with controlled access, redundant power supplies and failover on demand, so your documents are protected against natural disasters as well as prying eyes.  Access to documents is restricted only to authorized personnel and data is encrypted for safe transmission.  Additional layers of encryption are also available when required.  Data center security is a critically important component of business document and data management, and we'll be focusing on its details in a future installment.

So now we've covered the top three business drivers of digital document management and cloud computing:  Cost, Speed, and Security.  But there are three additional drivers that also deserve attention:  Simplicity, Mobility, and Green.  In our next blog we'll examine these three drivers.

Until then,

John Queen