Document security is a key part of organisations’ efforts to safeguard privacy. By keeping confidential, sensitive and legally significant information under lock and key, businesses will bolster customer trust, improve brand reputation and maintain operational resilience.
At Restore Information Management, we specialise in helping businesses protect their physical and digital documents across every stage of the document lifecycle, from creation and storage to digitisation (and destruction if needed). Below, we will explore the key security requirements for document production so you can rest assured that you’re meeting compliance goals.
Steve Beardsall,
Group IT Director
What is document security?
Document security refers to the set of policies, processes, and technologies used to protect documents from unauthorised access, loss, alteration, or destruction. This applies to physical documents and digital files alike.
In particular, security should be prioritised during the document production phase when content is created, modified, printed or shared. To keep all bases covered, businesses must consider both internal and external security risks, from access controls and employee error to potential cybersecurity breaches.
Defining security requirements for document production
Security requirements can be broken down into categories, with each one having varying practical considerations. These include:
- Physical access control: Ensuring only authorised personnel can access document storage and production facilities.
- Data security measures: Encryption, firewalls, and secure network protocols to protect digital files.
- Audit trails and tracking: Monitoring and logging document access, changes, and movements – resulting in a clear audit trail for effective problem-solving.
- User authentication and permissions: Implementing role-based access so only the right people can create, view, edit, or delete documents.
- Secure printing and distribution: Using secure printers, controlled environments, and trusted couriers.
Each one of these requirements is crucial for maintaining the integrity, confidentiality, and availability of your information throughout the document lifecycle.
Why are security requirements important for document production?
As we previously mentioned, security can have a strong influence on the production of business documents. It can also make things more efficient, reducing headaches down the line by emphasising transparency and maintaining audit trails so there isn’t any ambiguity in terms of what’s required. Here’s a bit more information about why these requirements matter:
- Legal and regulatory compliance: From GDPR and HIPAA to ISO standards, various frameworks require stringent document security controls. Non-compliance can result in fines, sanctions, and reputational damage.
- Protection of intellectual property: Business documents often contain proprietary strategies, product designs, or confidential contracts.
- Customer and employee trust: Safeguarding personal data maintains trust with stakeholders and avoids damaging data breaches.
- Business continuity: Ensuring secure access to documents, particularly in the event of a disaster, supports ongoing operations.
Adhering to these security requirements during the document production process not only helps companies avoid problems – it also builds a foundation of trust and reliability both internally and externally.
Key security requirements for document production
Why it matters: Unsecured office environments or storage areas can lead to accidental exposure or intentional theft of sensitive paper documents.
Benefits beyond compliance: Better access control reduces internal risk and enhances workplace safety.
Challenges and solutions: Physical infrastructure upgrades can be costly. Outsourcing to a managed storage provider is often more cost-effective and secure.
How to comply
- Use secure storage facilities with controlled access
- Implement visitor logs and ID checks
- Consider off-site document storage in a purpose-built archive with 24/7 surveillance, such as those offered by Restore Information Management
Why it matters: Digital document production involves data transmission and storage, both of which run the risk of hacking and data leakage.
Benefits beyond compliance: Enhances collaboration and protects valuable digital assets.
Challenges and solutions: Managing security internally can stretch IT teams thin. Restore Information Management’s service includes secure digitisation and data management solutions that incorporate best-in-class security protocols.
How to comply
- Encrypt data both at rest and in transit
- Use secure file-sharing platforms and VPNs
- Back up files regularly to prevent data loss
Why it matters: Audit trails provide evidence of compliance and help pinpoint gaps or breaches in document security.
Benefits beyond compliance: Promotes transparency and aids internal audits or investigations.
Challenges and solutions: Complex systems may be difficult for staff to adopt. Training and intuitive interfaces ensure successful implementation. Restore Information Management offers tailored document management solutions that include audit tracking as standard, making compliance seamless and hassle-free.
How to comply
- Use document management systems with built-in logging and reporting features
- Apply version control to track changes over time
Why it matters: Not all employees need access to every document. Poor access controls increase the risk of accidental or intentional data breaches.
Benefits beyond compliance: Improves productivity by giving employees access only to the information they need.
Challenges and solutions: Overcomplicating access rules can slow down workflows. Strike a balance between security and usability by integrating access controls into existing platforms, such as Restore Information Management’s secure document hosting solutions.
How to comply
- Implement role-based access levels
- Use multi-factor authentication (MFA)
- Regularly review and update user permissions
Why it matters: Printers are often overlooked in security planning but can be a vulnerability, especially when documents are left on trays or sent to unsecured devices.
Benefits beyond compliance: Maintains consistency and professionalism in how
documents are delivered and handled.
Challenges and solutions: Changing internal habits can be tough. A digital mailroom service, like the one offered by Restore Information Management, automates document distribution securely and efficiently.
How to comply
- Use secure pull-printing with PINs or ID cards
- Set up print logs and document destruction policies
- Partner with trusted providers for secure distribution, including couriers and mailroom services
Why it matters: Retaining documents longer than necessary increases risk, while improper disposal can lead to breaches.
Benefits beyond compliance: Reduces storage costs and declutters operations.
Challenges and solutions: Manual processes can be inconsistent. Restore Information
Management’s document lifecycle services help businesses apply best-practice retention and destruction standards with confidence.
How to comply
- Implement and enforce a document retention policy.
- Use certified shredding services for physical documents.
- Ensure digital files are fully erased, not just deleted.
Partnering with a trusted document security provider
Managing document production security in-house can be a daunting task, especially for organisations that handle large volumes of sensitive information. Fortunately, businesses can turn to trusted professionals to keep a handle on risks and compliance requirements.
Restore Information Management provides a comprehensive range of services tailored to help organisations meet every aspect of their security requirements for document production. Whether it’s storing archived records in secure, access-controlled facilities or digitising documents with encrypted workflows, our services are designed to give you complete confidence in your document security.
Need to improve how you handle confidential physical documents? Our storage and archiving solutions are scalable, secure, and fully compliant.
- Looking to digitise and protect your documents? Our scanning and data management services ensure a seamless transition with end-to-end security built in.
- Want to outsource your mailroom for better document control? Discover our digital mailroom solutions that streamline workflows while keeping your documents safe.
Want to learn more about how you can partner with Restore Information Management and take control of your document security from the ground up? Give us a call on 0333 222 6390 or request a free quote today for a whole range of document management services.
Further insights
