Information quality assurance and secure document sharing

Hybrid working is the rule rather than the exception in many organisations today, partly due to the corona pandemic. This is one of the reasons why secure document sharing has become crucial within every company. Do you notice that documents within your organisation are still shared a lot via handouts, or via e-mail? And are you looking for a way to make this not only easier, but also more secure? And are you also interested in quality assurance of shared documents? We will update you on the possibilities.

Sharing documents via e-mail

E-mail is often used to share files. But what many people do not know is that sharing documents via e-mail is not as secure as it seems. For example, when people work with standard e-mail programmes through Wi-Fi hotspots, such a connection may be unsecured. Especially for exchanging sensitive data, e-mail is usually not the best medium. Sometimes you just can’t avoid it and so you do have to share such a file via e-mail. Only you, the end user, can ensure that this happens in a secure way.

These tips will help you make sure you email more securely:

• Make sure the content of the e-mail is password protected and that only the recipient of this e-mail has the password;
• Do not send the password of documents along via the same e-mail, but for example by post or SMS;
• Use as little confidential information as possible in the body of the e-mail;
• Try to avoid sharing privacy-sensitive documents via e-mail.

Sharing documents via the Cloud

Do you want to share documents with people within your organisation? If so, this usually does not have to be via e-mail. There are various software solutions for sharing files via the Cloud, for example.

Working securely is also important with Cloud solutions. This is because some Cloud services are not set up to protect strictly confidential information. Does your organisation work with confidential information? Then consider a document management system that does specialise in this.

When you do use Cloud services, make sure you check the security of the service extra carefully yourself. This is because many services simply store files as unencrypted text, making it easier for cybercriminals to gain access. So if this happens, everything may just be read by people to whom the information should never have been available. This is when a data breach occurs.

Not every software has security and compliance controls which organisations need, and which can prevent data breaches. Security and compliance controls could include:

• Different roles for access
• Team folders
• File encryption (encoding)
• With specialised document management software, you ensure that files do not end up in the wrong hands.

So often data breaches are caused by human error. And human error is quick and easy. By training all professionals within your organisation in secure document and file sharing, as well as enabling them to work with a specialised document management system, you reduce the risk of data breaches caused by human actions.

Real-time file sharing

Old and new versions of documents can get mixed up, eventually leading to out-of-date documentation. When file sharing within an organisation does not run smoothly, correct document management with specialised software can prevent duplication of effort.

Another advantage of working with real-time files, is efficient online. Professionals can work simultaneously in such an online file, so information can never be lost and people can work together faster, more efficiently. Teams also complement each other better this way. And thanks to correct version control, people always work in the latest, correct version of the real-time file.

Sharing files with a DMS

Documents are often stored in different places, especially when collaborating with several people. Think of storage on USB sticks, use of mailboxes or storage on hard disks and/or desktops. This often results in a lack of overview of the different versions of a document. This sometimes makes file sharing unnecessarily complex.

A document management system makes it a lot easier to share your files with others in an organised way. When set up properly, files no longer need to be printed or e-mailed. Zenya DOC is a low-threshold document management system suitable for medium-sized to large organisations.

How does file sharing with Zenya DOC work?

Within Zenya, files can be shared in real time and are secured through the use of encryption. A good addition to this is that Zenya DOC specialises in the automatic version control component. With this DMS, professionals can store all documents in one central place, sharing them both internally and externally. In addition, nobody works with older versions of documents anymore. This makes working together much easier.

Another great feature of Zenya DOC is information search using smart search algorithms. This way, professionals can quickly find what they need without having to sift through endless documents.

Zenya DOC is available both as a web application and a mobile app. The beauty of this is that one can find or share documents and files anywhere on the work floor, without depending on computer availability.

Sharing files with external parties

Need to share documents with external organisations? This is also possible with Zenya DOC. Because you can add authorisation levels per document, you can be sure that only people with the appropriate rights have access to the documentation. You can decide who gets which rights, so you remain in full control over the distribution of information.