Document management security is essential for any company working with digital files. While digital documentation improves efficiency, the processes of sharing, transferring, and editing documents can expose organizations to risks if proper safeguards are not in place.
Following best practices for document management security — especially when supported by a reliable document management system (DMS) — can significantly reduce the risk of data breaches, compliance violations, and operational disruptions. Here are 15 proven practices to strengthen your document security strategy:
1. Strengthen access control
Establish strict policies and procedures to regulate user access to sensitive information. Monitor access and utilize authentication mechanisms to verify individual users. Regularly review and update access controls, implementing role-based access control (RBAC) to streamline the process and adjust permissions as employees change roles within the organization. For additional protection, consider IP-based access restrictions to limit logins and document access to trusted network locations, helping block unauthorized attempts from outside your approved environments.
2. Implement regular backups
Set a consistent backup schedule, and verify that all essential documents are included. Store backups securely in multiple locations (such as offsite facilities and encrypted cloud environments) to protect against physical and cyber incidents.
3. Secure mobile networks
Apply strong authentication protocols for mobile access and limit exposure to sensitive files. Mobile device management (MDM) or enterprise mobility management (EMM) tools help enforce policies, manage connected devices, and safeguard data when accessed remotely.
4. Encrypt storage and file transfers
Use strong encryption for both data at rest and in transit for your document management security. For hybrid setups, ensure on-premises storage is encrypted, and apply end-to-end encryption for transfers to clients or partners.
5. Establish remote work security policies
Define clear rules for accessing documents outside the office, require VPN connections where applicable, and ensure secure data transfer methods. Provide guidance on recognizing and reporting suspicious account activity. Read more on remote work security.
6. Digitize paper documents
Convert physical records into digital formats to improve access control and reduce risks from theft, loss, or damage. Digitization also supports better searchability and integration with security tools like audit trails.
7. Utilize version control for document management security
Track changes with a version control system, allowing you to see who edited a file and when, and to roll back to earlier versions when necessary. Discover version control best practices.
8. Standardize documentation processes
Use consistent templates and indexing standards to simplify tracking and retrieval. This ensures efficient onboarding for new staff and faster resolution of issues. Learn more about standardizing documentation.
9. Minimize email for file transfers
Email remains one of the least secure ways to send files. Instead, use a DMS that supports secure sharing with granular access controls for both internal and external users. Explore secure sharing options.
10. Conduct security audits regularly
Evaluate your security measures periodically, identifying gaps and updating practices to counter new threats. Include document access logs, permissions, and system configurations in your audits. See how audit trails support security.
11. Implement a DMS like Folderit
A centralized platform such as Folderit offers secure storage, access control, password policies, and workflow automation — all critical for reducing security risks and improving collaboration.
12. Train employees on document management security
Offer regular training sessions on recognizing phishing attempts, securing devices, and following company protocols. Well-informed staff are your first line of defense. See employee training tips.
13. Implement secure document sharing
Use sharing tools that include encryption, expiry dates, and user tracking to maintain full control over who can access your documents and when.
14. Monitor for unusual activity
Analyze system logs for irregular patterns, such as repeated access attempts or file downloads outside typical hours. Early detection enables quick intervention before damage is done.
15. Keep software up-to-date
Apply the latest updates to your DMS, operating systems, and related applications. Security patches often close vulnerabilities that attackers could exploit.
By integrating these best practices into your daily operations, you can significantly strengthen document management security, reduce compliance risks, and protect sensitive business data. A modern DMS like Folderit can help centralize these efforts, making secure, compliant, and efficient document management easier to achieve.
