EDMS Software and Security in the Industry
An Electronic Document Management System (EDMS) is a digital solution that organizes, stores, and shares all of a company’s documents. By converting paper archives into electronic files, EDMS software simplifies access to information and reduces the risk of document loss. Thanks to its indexing and search functions, it also eliminates tedious manual tasks such as filing or physical archiving and allows employees to focus on higher value-added tasks.
But this digitalization of information raises another major question: what about data security? To help you gain clarity, Aletiq reveals in this article the link between EDMS software and security in the industry.
Data Security with EDMS Software
Security is an intrinsically linked parameter when adopting EDMS software. Dematerialization indeed exposes industrial companies to new digital risks: cyberattacks, ransomware, or data leaks can compromise sensitive information.It is therefore only natural that EDMS software has evolved in recent years to integrate advanced security mechanisms ensuring the confidentiality, integrity, and availability of documents.
In many cases, EDMS software records every login and modification in an audit log, reinforcing the traceability and transparency of internal operations. These measures are also essential for complying with legal traceability requirements.
Want to learn more about how EDMS software works? Check out our article on this topic!
Security Best Practices
To fully benefit from an EDMS system, the company must apply several best practices. First, it is crucial to strictly organize access: define access rights as precisely as possible, creating user profiles tailored to each role. Thus, as soon as an employee leaves the company or changes position, their permissions can be revoked or modified without issue.
It is also advisable to encrypt sensitive documents, whether stored internally or in the cloud, so that even in case of compromise, their content remains unreadable without the proper keys. Furthermore, an EDMS must above all be hosted in a secure environment and supported by a backup and recovery plan. In this respect, it is possible to use an ISO27001-certified hosting provider, a safe choice that guarantees the provider applies strong security measures to its infrastructure.
Finally, the human factor should not be neglected: raising staff awareness of risks is essential. Regular training and clear procedures in case of a cyberattack are key ways to strengthen organizational resilience.
Risks in Case of Failure
While EDMS software strengthens data security against physical intrusions, the adoption of best practices on a daily basis must not be overlooked. In fact, the absence of such precautions can have serious consequences.
For instance, EDMS software without a regular backup policy exposes the company to the loss of critical data in the event of hardware failure, human error, or cyberattack. Without reliable backup, even a simple server crash can make essential documents irretrievable, paralyzing production for several days and potentially causing financial losses. Similarly, if security is insufficient, data theft could result in heavy penalties.
Therefore, it is vital to turn to reliable EDMS software with proven or justifiable security, as is the case with Aletiq software, a company ISO27001 certified. With six-fold data replication across servers in different locations and encryption, Aletiq significantly reduces the risk of data loss, while also enabling effective management of file access rights.EDMS software in the industry, when combined with a robust security policy, can optimize company performance while protecting informational assets. This application constitutes one of the cornerstones of the industry’s digital transformation, providing quick access, optimal traceability, and strong control over the document lifecycle. But to fully benefit from it, companies must turn to a secure environment and train users. In this respect, you can rely on the reliable software solutions available today, such as Aletiq’s solution.
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