Protect your business’s sensitive data with zero trust principles, document encryption, and intelligent access restrictions

In the past, a business’s digital documents were relatively easy to secure. They were stored on servers in physical offices and accessible to on-site employees. Then, mobile phones and hybrid workplaces changed the cybersecurity landscape forever. Now, just about any staff member can access just about any file from just about anywhere. A username and password are no longer enough to keep your sensitive data safe. You need a comprehensive document security framework.

To secure your digital documents, the traditional “trust but verify” model of cybersecurity won’t work. You’ll need the right tools, the right terminology, and the right mindset, but you can get started with the software you already have on hand. Modern cybercriminals are constantly refining their techniques. Your business should be, too.

What is a document security framework?

While “document security framework” may sound highly technical, but it’s a simple idea. A cybersecurity framework is a set of standards and best practices that dictate a company’s digital defense strategy. That can include everything from the security software you use to your data breach recovery plans. If you want a great example, the National Institute of Standards and Technology (NIST) Cybersecurity Framework is a good place to start.

Your document security framework might include:

• Which productivity software you use
• Where you store digital documents
• How you control access to sensitive information
• Who monitors and escalates potential incursions
• What you would do to stop a data breach in progress

Remember: If you don’t know these answers in advance, you may be left scrambling to figure them out during a cyberattack.

Did You Know?:Ricoh’s state-of-the-art scanners and software solutions can help protect private data, making them valuable parts of a cybersecurity framework. Click here to learn more.

Methods to maintain document security

Zero-trust principles

Modern cybersecurity hinges on a concept known as “zero trust.” Decades ago, a correct username and password were sure signs of a legitimate login. Now, usernames and passwords are easy to obtain via phishing or the dark web.

A system with zero-trust principles treats every login as potentially suspicious. Simply providing a username and password isn’t enough. Users might also have to:

• Provide a multi-factor authentication (MFA) code
• Re-enter their credentials multiple times per session
• Use a trusted device
• Log in from a familiar location or IP address
• Request access for particularly important files

For legitimate employees, these challenges may be inconvenient. For cybercriminals, they may be insurmountable.

Still, implementing zero-trust principles might disrupt your staff’s usual workflows. Be sure to explain why these measures are necessary. Set up workshops to walk employees through the new processes. Send occasional phishing tests their way to make sure they’re safeguarding their credentials.

Above all else, give them a procedure to follow if they find themselves locked out of a vital file or folder. The easier you make the transition, the more likely your staff will be to adopt good cybersecurity habits.

Document encryption

Some of the best-protected companies in the world have suffered disastrous data breaches in the past few years. While keeping attackers out of your system is an important part of your document security framework, it can’t be your only strategy. You also need to protect the data itself. Document encryption is a simple and effective way to do so.

Encryption makes documents unreadable unless the recipient has a decryption key. In symmetric encryption, both the sender and the recipient have the same key. In asymmetric encryption, the sender and recipient have different, unrelated keys. The latter approach is more secure, but the former is quicker. Both forms of encryption could take billions of years to crack without a key.

Both Windows and macOS have built-in encryption tools. Many email clients also encrypt communications automatically. You can also buy dedicated programs if you need to encrypt entire drives or servers. However you do it, encryption is an important line of defense between you and cybercriminals.

Access restrictions

Traditionally, cybersecurity used perimeter-based solutions to secure data. Not only did employees have to provide correct usernames and passwords, but they also had to be in a specific office, using a specific device. Once they were logged in, though, they had relatively free access to anything within the network. Just like a physical fortress, the perimeter wall was hard to breach, but getting around once you were inside was easy.

In an era of remote logins and compromised credentials, a perimeter defense simply isn’t enough. Instead, administrators should follow the least access privilege model. This lets employees use the software and files they need to do their jobs, but absolutely nothing else. If a cybercriminal ever gains access to your network, restricting document access by default limits the amount of damage they can do.

Compliance enforcement

Document security isn’t just a cybersecurity strategy. Depending on what you do, it may also be a legal requirement. Government agencies, as well as companies in the healthcare, finance, and legal spheres, must comply with regulations regarding personal data. Examples of these protocols include the Health Insurance Portability and Accountability Act (HIPAA) in the United States or the General Data Protection Regulation (GDPR) in Europe.

Compliance standards vary based on industry and location. However, the underlying principles are often the same:

• Only authorized individuals can view or modify sensitive data
• Files must be encrypted
• Third parties have limited (or no) access
• Administrators have to delete personal data after a set period
• Businesses must follow stringent cybersecurity guidelines

The good news is that compliance standards often overlap with good cybersecurity practices. Ensuring legal compliance can be a smart way to start strengthening your document security framework.

Did You Know?:Ricoh’s scanners can help you implement intuitive document workflow solutions. These devices feature high-resolution image quality and accurate OCR software capabilities.

Protect your sensitive documents with Ricoh services

If your business needs to digitize sensitive documents, Ricoh can help. Our powerful scanners ensure accurate data extraction, while our extensive list of technology partners can help keep your records both safe and accessible. Book an appointment with us today to learn how Ricoh’s products and services can help you create an effective document security framework.

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