Keep it secret, keep it safe: the essential role of cybersecurity in document management

Key concepts in the intersection of cybersecurity and document management

The fundamental concepts shared by both cybersecurity and document management are data security, compliance, and risk management, according to Ureta. Data security is central to this intersection, as it ensures that documents are securely stored and transmitted, whether in use, at rest, or in transit, he says. This necessitates the application of encryption, access controls, and other security measures to safeguard data from unauthorized access, use, disclosure, disruption, modification, or destruction.

“Compliance covers the legal, regulatory, and policy environment surrounding document management,” Ureta adds. “Organizations must adhere to these requirements, encompassing data retention, disposal, and the creation of audit trails. Compliance ensures that not only is data protected but also that it is managed within the boundaries of the law.”

Another key concept in the intersection of cybersecurity and document management is risk management, which includes identifying, assessing, and mitigating risks, he says.

“This involves developing and implementing security policies and procedures tailored to the organization’s unique needs, especially compliance,” he says. “Regular security audits and employee training on security best practices are vital components of risk management.”

Document management and cybersecurity have shared interests in key concepts throughout the document lifecycle at an organization – from the necessity of effective classification to the articulation of appropriate access to the application of retention and destruction requirements, says Reese Solberg, managing director at EY.

For example, enabling efficient and effective management of documents starts with the appropriate classification of those materials, he says.