The Importance of Document Security


April 30, 2018

Better Office Systems, Blog

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Companies in the U.S. lose more than $600 billion a year due to fraud! That makes document security a top priority for businesses in any industry.

Any given company that handles sensitive information such as payment information, or customer personal information—paperless or not—requires proper record management and document security.

Since most companies will come across document security at some point, it’s important to stay up-to-date on security offers and features.

Let’s find out what document security can do for your business.

First, let’s define document security.

What is document security?

Document security is about keeping files safely stored away. It’s about adapting the best security processes and proper disposal techniques for your documents.

Having devices that incorporate security features is an excellent business practice because it keeps information private and unchangeable. Having security features on your documents prevents people from tampering with sensitive information, whether the information is yours or your client’s.

Document security can be a benefit to your company in a variety of ways. Lucky for us, it’s a versatile function.

Some security functions include:

  • Sharing documents
  • Document tracking with name, date, and time
  • Controlling who views/edits share documents
  • Data loss and prevention


Data encryption plays a big role in document security.

Encryption is specifically designed to hide, protect, and safeguard important documents from unauthorized eyes. It also helps to preserve original documents, so others can’t change the valuable information an original creator sends.

Sounds great, but there is a small drawback to encryption. Once an authorized recipient removes the encryption on a file, that information can only be edited by that person. From there, depending on the recipient’s knowledge of maintaining a file’s security, information could be leaked.

It’s important to remember that encryption is a form of technology without judgment. So long as you mark who is and is not able to view encrypted data, then your information will be protected.

At Better Office Systems, we sell Toshiba products that have made an innovative effort to include security features in their products. Toshiba’s Secure MFP, features include data encryption or data erase.

How can Better Office Systems help improve your business?

Better Office Systems offers insights on document security and provides devices that come equipped with high-quality security initiatives.

Our team is here to help improve your business and solidify your presence on the market. We use reliable sources that have proven beneficial to various companies.

You can browse our Toshiba products with document security features, or give us a call at (770) 781-1628!


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