DCN February 2017 - Page 47

information security managing the data centre – whether it’s in-house, located in a company’s own facility, or outsourced at a third party site – with meeting the pressing requirement for business continuity through high availability and disaster recovery. When we at Kodak Alaris talk about ‘capturing at the edge’, in simple terms, what we mean is that organisations should be capturing information and digitising documents closer to the customer, stakeholder or document owner. Make information more secure Personal data protection is critically important and a highly sensitive issue today worldwide. The more a business lets a customer’s personal data remain in analogue form such as paper, the more risk individuals and organisations are exposed to as that paper moves around (or even outside of) the organisation, before it is digitised and safely stored within the line of business systems. Digitising paper documents, capturing information at the point of origin and then processing the data once it’s inside the document management system makes information much more secure. Centralised management of document capture using cloud driven technology solutions helps maintain the tight controls necessary to ensure compliance. Scanning and capture profiles can be set up and monitored by central IT, and data entry errors and rework caused by complicated, difficult user interfaces can be reduced. Documents can be digitally monitored throughout the organisation and companies can take further steps to secure information by setting up access rights and establishing a complete chain of custody by end-to-end monitoring all access and data manipulation. Control access and handling It’s been well documented that paper and hard copy documents are the weakest element from a security point of view – they can get lost or damaged and open endless possibilities for mishandling or theft. So in that sense, we are helping organisations improve security by getting information off paper, out of analogue form and into a digital format. But in the same vein, digital documents and data pose many of the same problems, if access and handling is uncontrolled. These weak points can be attacked by individuals inside and outside an organisation who are looking for ways to manipulate documents or put them to fraudulent use. It’s about using technology more effectively to improve workflow processes by increasing efficiency and productivity. In today’s business environment, although many document and information sharing processes remain paper driven, we are moving faster than ever towards a digital world where little or no paper is involved. Data is ubiquitous and is embedded in countless formats, which means that we need to account for other forms of information capture alongside traditional documents such as email, email attachments, voice, image and video files. Empowered by information Business is empowered by information and access to it is often the difference between success and failure. By directly integrating business critical information into line of business systems and making it instantly available and accessible, organisations will see improved productivity and efficiency. Where Kodak Alaris excels is in helping organisations to capture information from paper and other sources right at the point of origin – whether that’s across a bank’s counter, an insurance agent’s desk where a transaction is taking place, or in a healthcare environment where a patient is submitting documents at a nursing station. In all of these examples, the ability to ‘capture at the edge’ delivers a number of security benefits. Personal data protection is critically important and a highly sensitive issue today worldwide. Making sure the right person is capturing the right information and putting it into the right business process is in itself a form of securing documents. Securing information closer to the source reduces the risk of loss, leakage or destruction, helping businesses meet compliance legislation around data protection and secure data management. And when you consider that data breaches not only incur hefty financial penalties, there’s also the wider impact of brand damage through loss of trust. Isn’t it worth taking the time to tighten up security right at the beginning of the document management process? 47