For some companies and organisations, having an application that uses resources in the Cloud provides the ideal document management solution. The software users are not responsible for hardware maintenance or costs, as the vendor is. Leading document management applications take this one step further with 'Software as a Service' (SaaS) to enable customers to harness the power of digital document management in the Cloud.
With SaaS document management you are not responsible for the maintenance of the application or the servers it runs on, so users can focus on using the application to get their job done. As time goes by, you don’t need staff to upgrade your system, or to monitor servers or your network. All you have to do is plug into the application, and pay only for what you use. SaaS Document Management is popular with small and medium sized companies, but is also in organisations in which the document management application is used by thousands.
Cloud-based SaaS offers quick and easy document retrieval, and enables saved and automated searches. Saas document management offers numerous methods for importing selected data or entire documents easily by scanning, auto-importing or simply dragging & dropping. Document Logistix' flagship software, Document Manager, also provides end users with tools such as annotation tools for documents and images to facilitate workflow and enhance versioning. Document Manager has Check-In/Check-Out and integrates with Microsoft® Office as well as all leading third party platforms.
All user actions are fully monitored and time-stamped which eliminates the worry and complexity of internal and external audits, and makes them comprehensive and fast to complete. Compliance with GDPR and industry regulatory bodies is so much easier; best practice can be built into your SaaS document management system, including the automatic retention and deletion of data and data redaction (masking) to meet data privacy laws. An API is available for those users wishing to add specific functionality or integrations.
Physical disaster can threaten company data, but cloud-based electronic document management provides a real antidote to risks of on-premises data loss through natural disaster, mischief or theft.
The benefits of Cloud-based disaster recovery and Back Up include: the ability to access your businesses sensitive data at any time from anywhere, and risk mitigation if disaster strikes, with Cloud back-up and redundancy that ensures renewed, continuous access to your information instantly. The risks of mischief and theft are reduced when data is centralised and every action is recorded. Behaviour variations and potential security breaches generate instant alerts.
DOCUMENT SECURITY: Document Manager provides industry standard security throughout the document lifecycle. Whatever the application there are always concerns over security and privacy of information accessible via the public internet.
Ultimately nothing is hack-proof, as evidenced by the ever more frequent high profile news stories of Government agencies or Social Media sites being targeted; however, there are steps that can be taken to minimise the risks, and limit any consequences. Document Logistix software is penetration tested on a daily basis by a third party testing provider.
DOCUMENT MANAGER SOFTWARE: Document Manager is architected as a ‘multitier’ application. Our solution incorporates counter-measures recommended as best practice by OWASP. As well as protecting against external threats we also protect against internal risks, using encryption of key configuration settings and obfuscation of application code.
ENCRYPTION: The document files held in the system are themselves encrypted, so in the extremely unlikely event of the data centre security being breached, and access to the document files being obtained, their content remains secure. Even trusted data centre staff will not have access to document content. All user credentials are hashed with a one-way hash that even we, the vendor, cannot decode.
WORKSTATION SECURITY: All temporary files held on workstations are encrypted.
Documents scanned at the workstation are encrypted while on the workstation and decrypted after upload, so any use of shared workstations does not expose information between users.
VALIDATION: Although best practice measures for security are followed by our software engineers and hosting provider(s) we are not complacent enough to believe we are infallible. Our solution is independently penetration tested to ensure that nothing has been overlooked, and this process is ongoing. Some of our key customers also commission their own penetration testing.
USER LEVEL SECURITY: User account management is managed by you, or if you prefer we can manage it for you. User password policies can be applied, including a mix of alpha/numeric passwords, case sensitive and periodic password changes, including account lock out on failures. All system access is audited so you have a full record of who has had access to which documents, when and where from. For ultimate access control we offer Multi-Factor authentication which requires a second access code in addition to username and password.
Contact Document Logistix for more information about Cloud-based Document Management Software as a Service (SaaS)
Also See: "The Document Logistix Mobile App makes it easy for our people to connect with business content, quickly and securely, wherever they are."