How secure are your documents?
Private paper files require constant supervision either in locked cabinets or locked file rooms. Even if the security is tight at the filing cabinet, paper files can sometimes be misplaced, go missing or be left exposed when they are outside the cabinet. Electronic files on the network don’t fare much better, and it could be argued are at even greater risk. Digital files are typically stored in shared network folders. As such, they are exposed to unmonitored access, are left open to unauthorized edits and risk deletion by any user with access to the folder.
Rest easy with MaxxDocs policing your files.
MaxxDocs simplifies document security as all the files are secured in the MaxxDocs folders. Access to the documents requires access to the MaxxDocs application and login credentials. Because of the limited, protected access points, there can be no accidental exposure of documents or unauthorized access by wayward eyes. Administrators can refine document security further by assigning roles to each user. The regular office clerk may only have viewing and document mark-up rights in their two folders. The manager may have the additional option to print documents and see into all the folders assigned to all the clerks. The CEO, meanwhile, may be the only one with document deletion rights. Additionally, MaxxDocs can support multiple databases, providing an extra level of security. For some organizations, ensuring that sensitive information is completely removed from the other corporate documents, this information can be stored in a distinct database. User with access to this information would log into a completely separate system without any risk of accidental access to a different department’s files.
Finally, MaxxDocs tracks the history of each document. At any time the audit trail for a document can be accessed, revealing when it was imported and all the edits, changes, copies, etc. made to the file – and by whom. MaxxDocs provides a level of security that is nearly impossible with paper documents.