March 16th 
In December, Shi’ite fighters in Iraq used $26 store-bought software to hack into U.S. drone aircraft and intercept live video feeds of war zones. This dangerous security breach could potentially allow the militants to steal sensitive information regarding U.S. operations.
Of course, not all organizations are challenged with protecting their data from insurgents. But the military security breach does bring up a serious question for organizations in all industries: Is your data safe?
For industries ranging from healthcare to banking, a sizable amount of documents scanned and filed involves sensitive personal data. Organizations must take all possible security precautions to protect digital information involving corporate, medical and financial data.
Below are 4 requirements all document scanning and management systems should meet to keep data safe:
1. Protection From Unauthorized Parties: Document scanning services should provide high-security password protection for document management systems. Access is given only to those who can provide authentication and have a secure Internet connection. Organizations should be able to determine who does and does not have access.
2. Protection From Natural Disasters: Secure web-based document management systems should not only protect data against unauthorized parties, but also natural disasters. To mitigate the risk of losing vital information as a result of a fire or flood, document hosting services create backup copies. This keeps information accessible and safe no matter what situation arises.
3. Protection From System Crashes: In the event of a system crash, backup of electronic information is of utmost importance. Organizations should look for a document scanning services provider that ensures online backup, offsite storage and rapid recovery.
4. Protection From Internal Security Breaches: It is the responsibility of the document scanning service to properly screen employees – and ensure client documents and images are seen by employees on a “need to know” basis. In addition, strong passwords, timed log-offs, restricted Internet access and other policies can help ensure tightly regulated computer usage.
When it comes to protection of critical data, it’s not just important to ensure no paper copy is unprotected. Document scanning systems must also ensure all information is backed up and protected from every threat – both natural and manmade.
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- 5 Tips to Ensure Your Document Imaging Service Meets Your Security Needs
- 7 Keys to a Successful Web-Based Document Management System
- 4 Ways Document Scanning Services Can Help You Green Your Business
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One additional item necessary is Cyber Privacy/Breach Insurance. If you are not carrying it and you are breached, the average award per stolen ID is $202 each. Imagine losing 1000 or 1 million, your costs would put you out of business.