September 28, 2023
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Securing Your Files: Best Practices for Safe Document Processing

Running a business organization entails a lot of things – from responsible management of resources to market research and targeting. Besides that, there are minuscule yet significant aspects of running a successful business – including the safe processing of documents with Microsoft SharePoint to ensure organized and secure storage.

What Is Document Processing

Document processing is a general process all businesses’, big and small, management undergo with their files. It can involve converting documents from one format to another, such as from paper to digital or vice versa. Plus, it can include extracting data from documents, such as names, addresses, and dates, for it to be used for many purposes.

Why Is Efficient Document Processing Important

Efficient and error-free document processing is important for a variety of reasons. It can help to improve the efficiency of your business, make it easier to organize and retrieve documents and reduce the risk of errors.

What Are the Challenges of Document Processing

The process of document processing can be challenging for businesses. For starters, documents can be complex and difficult to parse, and they may come in a variety of formats. Additionally, the data that needs to be extracted from documents may be in various places, and it may not always be clearly labeled.

How Can Intelligent Document Processing Solutions Help

Intelligent document processing solutions (IDP) can help to overcome the challenges of document processing. IDP solutions use the latest technologies, like artificial intelligence (AI) and machine learning (ML), to automate document processing. This can help to improve the accuracy and efficiency of document processing, and it can also reduce the need for human intervention.

Benefits Of IDP Solutions

IDP solutions offer many benefits to business owners. They include:

  • Improved accuracy: IDP solutions can help improve document processing accuracy of document processing by reducing the risk of human error.
  • Increased efficiency: IDP solutions can help to improve the efficiency of document processing by automating tasks that would otherwise be performed manually.
  • Reduced costs: IDP solutions can help to reduce the costs associated with document processing by automating tasks and reducing the need for human intervention.
  • Improved compliance: IDP solutions can help to improve compliance with regulations by automating the extraction of data from documents and ensuring that this data is accurately recorded.

The above mentioned are just a few perks of having IDP solutions for entrepreneurs like you. Don’t hesitate to contact an IDP solutions provider to learn more about the technology and how it can specifically help your business operations.

How IDP Solutions Can Help You to Secure Your Files

IDP solutions can help you to secure your business documents in several ways. For example, IDP solutions can:

  • Correctly identify sensitive data: IDP solutions can help you to identify sensitive data in your documents, such as personally identifiable information (PII) and financial data. This can help you to take steps to protect this data from unauthorized access.
  • Automate security tasks: IDP solutions can automate a variety of security tasks, such as encrypting files and applying access control rules. This can help you to save time and reduce the risk of human error.
  • Monitor document activity: IDP solutions can monitor document activity to detect suspicious behavior. For instance, an IDP solution can alert you if a document is accessed by an unauthorized user or if a document is modified using Microsoft Azure's robust security and monitoring features, ensuring an important level of document security.

Best Practices for Secure Document Processing

Here are some best practices for secure file processing:

  • Use strong passwords: Use strong passwords for all your devices and online accounts. Be sure to change your passwords regularly.
  • Encrypt your files: Encrypt your files to protect them from unauthorized access. You can use a variety of encryption tools to encrypt your files, both at rest and in transit.
  • Use a cloud-based document management system: Cloud-based document management systems typically offer a variety of security features, such as encryption, access control, and audit logging.
  • Educate your employees: Educate your employees about the importance of document security.
  • Be careful about what information you share online: Don't share sensitive information online unless you’re sure that the website or app is secure.
  • Be careful about opening email attachments: Email attachments can be a common way for malware to spread. Be careful about opening email attachments, especially if they are from unknown senders.
  • Keep your software up to date: Software updates often include security patches that can help protect your devices from malware attacks. Be sure to keep your software up to date, including your operating system, web browser, and so on.

Here are some additional tips for secure document processing:

  • Use a document scanner to convert paper documents to digital: This can help to reduce the risk of losing or damaging paper documents.
  • Store your digital documents in a secure location: This could be a cloud-based document management system, an external hard drive, or others.
  • Dispose of old documents properly: Shred or incinerate old documents that contain sensitive information.
  • Have a disaster recovery plan in place: This should include a plan for recovering your documents in the event of a disaster, such as a fire or flood.
  • Detect and prevent fraud: IDP solutions can help you to detect and prevent fraud by identifying suspicious patterns of behavior. For instance, an IDP solution can detect if many fraudulent invoices are being submitted or if someone is trying to access customer accounts without authorization.
  • Reduce the risk of data breaches: IDP solutions can help to reduce the risk of data breaches by identifying and mitigating vulnerabilities in your document processing process. For example, an IDP solution can scan your documents for malware and identify sensitive data that needs to be protected.


Securing your files is important for protecting your business and your customers. By following the best practices for secure document processing and using IDP solutions, you can help keep your files safe from unauthorized access.

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Last Updated 1 month ago

About the Author

Communication Square drives your firm to digital horizons. With a digital footprint across the globe, we are trusted to provide cloud users with ready solutions to help manage, migrate, and protect their data.

Communication Square LLC

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