Document Management

Secure Document Scanning Solutions Protect Against Cyber Threats

Are you addressing secure document scanning in your digital transformation? Discover best practices and how to ensure cybersecurity and compliance.

More data migrates to the cloud every day. At the same time, cyber threats are increasing at a rapid rate. Yet, according to the Association for Intelligent Information Management (AIIM), nearly half of its member organizations do not believe their efforts to digitize documents and modernize information management are up to par. One area in particular where information management is falling short and most at risk is when it comes to digital transformation and cyber security.

Organizations today are under more pressure to manage security. The number of cyber-attacks in 2022 set an all-time record and continues to escalate in 2023, up 7% from last year’s highs. Failing to employ secure document scanning puts proprietary information, customer or client data, and other sensitive documents at risk for exposure. It may also cause significant problems when it comes to mandatory compliance.

Understanding Document Scanning Solutions

Document scanning and storage solutions include document digitization, document conversion, and digital document management. Secure document scanning services provide significant benefits, such as:

  • Saving time: Nearly half of companies report wasting time with paper processes daily.
  • Increasing productivity: Faster access to documents increases efficiency.
  • Reducing costs: Eliminates paper, waste, and operating costs.
  • Improving Access: With a central source for documents, workers have access to the information they need regardless of where they work.

There are various types of secure document scanning services available, including bulk scanning, document digitization, document conversion and cleansing, and digital document management. Document scanning services may also offer robotic process automation (RPA), utilizing AI-powered software robots to automate low-grade tasks and expedite processing tasks.

The Rising Cybersecurity Threat Landscape

Organizations must understand how digital access impacts cybersecurity. With increasing threats and an ever-evolving cybersecurity landscape, the economic impact of data breaches is significant. 83% of organizations suffered at least one data breach in 2022 with the average cost globally in excess of $4.3 million.

Not only are cyber attacks increasing in number, but they are increasing in sophistication. The image of the lone hacker working in their basement is no longer accurate. Today’s threats come from nation-states, terrorist groups, and organized crime. Tactics are consistently evolving, such as employing AI tools and leveraging ransomware-as-a-service (RAAS) platforms. Nearly 560,000 new pieces of malware are uncovered every day. Emerging cybersecurity technology must be employed to keep up.

The more documents you have in a digital environment, the more potential there is for cyber actors to do damage. Digital transformation, secure document scanning, and cyber security must go hand-in-hand.

Cybersecurity and Compliance in Digital Transformation

Regulatory compliance across industries also mandates cybersecurity in digital transformation. Nearly every industry must comply with a growing number of data privacy rules, including:

  • The Health Insurance Portability and Accountability Act (HIPAA)
  • Gramm-Leach Bliley (GLB)
  • The California Consumer Privacy Act (CCPA)
  • The General Data Protection Regulation (GDPR)
  • Criminal Justice Information Services (CJIS) requirements.

For example, failing to maintain HIPAA compliance or deploying HIPAA-compliant cloud storage or HIPAA-compliant software can lead to substantial fines. Over the past five years, there has been more than $81.6 million spent on civil penalties and HIPAA settlements. Violating CJIS compliance for data integrity and security for law enforcement agencies can lead to civil and criminal penalties.

Cybersecurity Vulnerabilities to Look For When Choosing a Document Scanning Solution

Before you invest in document scanning and archiving software, you must account for the potential cybersecurity risks associated with document scanning solutions. This requires a holistic approach to identify and address any potential vulnerabilities in your digital transformation security.

When choosing a document scanning solution, it is crucial to examine how cybersecurity is handled. You want a clear understanding of how the solution addresses:

  • Your industry or company-specific security requirements
  • Industry compliance
  • Data encryption
  • Data storage security
  • Secure access controls

During digital transformation, cyber security should be integrated into the entire process. Consider asking vendors to provide a security assessment or audit report on their practices and solutions. The best solution providers will be able to demonstrate how they comply with SOC compliance for security, processing integrity, confidentiality, privacy, and availability as developed by the American Institute of CPAs (AICPA).

Best Practices for Securing Documents and Complying with Regulations

An information management partner can help you secure your documents and comply with applicable compliance mandates. They can help you set up best practices, such as:

  • Implementing robust access controls and user authentication measures. This is especially important for remote and hybrid employees that access data online.
  • Integrating the principle of least privilege (POLP) to limit user access to only what is required for their jobs and a zero trust maturity model to authenticate and authorize user access.
  • Encrypting data in transit and at rest to meet HIPAA and CJIS requirements and prevent unauthorized disclosure.
  • Implementing a document management system (DMS) that provides secure storage, version control, access logs, and audit trails that align with your security standards and compliance regulations.
  • Training employees on best practices for cybersecurity and compliance, including awareness of cyber threats and recognition of anomalies indicating suspicious activity.
  • Deploying a document retention and disposal policy that conforms with compliance regulations.
  • Conducting security audits and assessments for both compliance and cybersecurity.

You also need an information management partner who regularly updates and patches scanning software and hardware to stay ahead of emerging threats.

Select a Secure and Compliant Digital Transformation Partner

The right digital transformation partner will adhere to these best practices and provide a data management solution that is secure and accurate. Look for a vendor with a stellar reputation and track record in cybersecurity and compliance that provides end-to-end solutions.

With more than 55 years of experience in the field of intelligent information management, Scan-Optics is the digital transformation partner you can trust. We provide custom solutions that are effective and secure to help with every phase of document scanning, digitization, conversion, and management.

Every business must prioritize cybersecurity and compliance in document management strategies, particularly for HIPAA and CJIS compliance.

Speak with a document digitization expert today to get started on a secure scanning process.

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