Manage Sensitive Information With Secure Document Storage

Cobblestone Software’s Sean Heck reports that secure document storage solutions are essential in managing sensitive information. In a blog post, he discussed how these solutions address three primary challenges: disorganization, inadequate access control, and data security. 

Disorganized document storage makes it difficult to locate necessary information, leading to errors and missed deadlines. Secure storage solutions, on the other hand, are highly searchable down to the file, field, and search term level. Features such as saved searches, search history, and metadata extraction enhance search precision. The organized structure minimizes the risk of outdated information.

Inadequate access control presents problems, particularly in collaborative environments. It can slow workflows, create bottlenecks, and even lead to unauthorized sharing of sensitive documents. Secure document storage solutions streamline access management. Administrators can set detailed controls, determining who can create, view, edit, or delete specific document types. Permissions can be based on metadata fields, allowing tailored access depending on document type or contract amount.

Data security is an issue when handling sensitive documents such as contracts. As these documents may contain confidential information, they are targets for unauthorized access, which can lead to legal complications and regulatory non-compliance. Secure storage solutions offer industry-recognized security certifications such as SOC 1, SOC 2, and Privacy Shield compliance to ensure high-level protection. Storage solutions support customizable security measures, allowing organizations to restrict certain file types, configure log retention, and control data access.

Secure document storage solutions provide comprehensive search capabilities, version tracking, and audit trails, enabling employees to retrieve updated documents efficiently. They help safeguard sensitive data, enhance workflow efficiency, and maintain organized, compliant document management. Legal departments can be assured that only the most up-to-date documents will be submitted for compliance audits and introduced at the negotiation table.