Streamline Your Document Workflow Today

Centralizing electronic paperwork also means you have more control over who can access documents.

If the company is scanning images in-house using a shared device, such as a departmental scanner, be sure they have a protocol to authenticate network users who can access the scanning device.  Using an existing network security system along with password authentication will help secure the documents imaging process.  Using a network document management system allows the IT department to control scanner access rights, such as the ability to share files via email.

Another advantage to managing in-house resources is it creates an audit trail.  The activity log shows who has used the system and what documents have been scanned.  This is not only useful for document security but can help with administrative functions, such as billing specific departments or clients for usage. 

For extra security, scanned documents can be encrypted before they are archived or sent over public networks. Encrypted digital documents can be shared via email with a password or decryption key sent separately to unlock the file. Or files can be encrypted for secure transfer for off-site digital storage.