https://boardroomtalk.org/nonprofit-board-software-advantages-and-disadvantages/

Secure Document Management

It is simple to protect documents throughout the process using the right digital tools and systems. From submission of forms to the finalization an efficient document workflow that includes a document management system (DMS) reduces time, improves accuracy, and provides security from start to finish.

Select a DMS that can scan documents and convert them into PDF files with built-in security features like encryption, authentication, and editing restrictions. It is also required to create an audit trail for each file, allowing you to track who edited it and when they did it. This will help prevent important information from being lost or overwritten and will always keep the most current version available.

The majority of businesses use email for internal and external communication however, relying on it to transfer files can present significant security risks. A DMS should enable businesses to securely share documents with clients using a client portal. It should also be able to integrate with identity providers to simplify user authentication and access control.

Choose a cloud DMS that regularly backups information, safeguarding your data from corruption and loss if there is a breach in your data. It must also be able to restore those backups quickly. For extra peace of mind consider solutions that provide a minimum of two levels of redundancy, including one located in a remote area to guard against natural catastrophes.