With the rise of digital transformation and online tools, many companies are embracing digitally-signed documents. Aside from the convenience, shifting to digital files also allows them to reduce paper costs since they no longer have to print and physically sign files. Digitally-signed documents also mean fewer physical storage needs since files can be saved and uploaded to the cloud.
However, while digitization offers convenience and a boost in efficiency, some risks come along with it. For example, businesses could face data protection challenges, such as unauthorized personnel gaining access to critical files. There may also be cases wherein the signatory of digital documents may not be the authorized person who owns the certificate. Moreover, cybercriminals could also take advantage of vulnerabilities in your system for their gain. This, in turn, leads to document tampering or loss of data integrity.
With this in mind, the more it becomes essential for businesses to enforce robust security measures using innovative approaches. For instance, business owners can leverage tools like a document management software or e-signature software like jSign.
Furthermore, below are other best practices to ensure digitally-signed documents are secure:
- Establish Strong Policies
Aside from being the most valuable asset of any organization, employees are also the first line of defense against data security threats. Since employees access and handle digital files daily, it’s essential for them to be equipped with the right information and guidance on how to safeguard critical files.
While regular training can help, creating standards and implementing strong policies are great approaches to ensure the security of digitally-signed documents in your company. As a good start, internal policies should include who can access the files, the hierarchy of signatories, and how to store, track, and share these documents after signing. It should also indicate protocols for which documents can be signed digitally and when to sign in person.
With clear policies, you can empower your team members to be accountable for their actions. It also allows employees to be more informed of their responsibility and the repercussions should a violation occurs.
- Use Public Key Infrastructure (PKI)
Digital signatures are generally secure; however, they can be prone to vulnerabilities such as being misused. Misused digital signatures can be in the form of identity theft and modification of documents, to name a few.
You can use Public Key Infrastructure (PKI) technology to get around this problem. This encrypts data and authenticates the identity of the users and devices signing documents, preventing unauthorized access to your signing keys. For example, if a third-party user is trying to sign a record, but they don’t have the proper credentials, they won’t be able to do so.
Here are other ways you can leverage PKI technology:
- Authentication and encryption of files and emails
- Signing of documents
- Securing digital communications and local networks
Ultimately, PKI can significantly enhance how your company manages confidential documents and boost data integrity and access control measures.
- Refrain From Sending Attachments Using Email
While email continues to be one of the most effective communication channels for companies- whether sharing files or closing sales, it’d be worth noting it’s a prime target for fraudsters. They may use phishing scams for account takeovers that give them access to confidential documents and proprietary information. And if they gain access to your digitally-signed files that contain customer data, the hacker can collect payments from them. This can cause a negative brand image and legal liability due to non-compliance with the Data Privacy Act.
Thus, refraining from using email for sending signed files is recommended. You can use alternatives like file-sharing solutions like consumer-level cloud storage and Secure File Transfer Protocol (SFTP). Ask your in-house or outsourced information technology (IT) team for expert assistance.
- Use And Update Trusted Software
Signing and sharing digital files online have been the norm for most modern businesses today. Various applications like digital signature and document management have supported this trend. And with the right tools, your company can benefit from enhanced efficiency and better security for digital documents.
However, aside from using trusted applications, installing software updates is equally important. This is especially since one of the reasons cybercriminals gain access to your system and potentially critical documents is due to outdated versions of software and applications. Without security updates for these programs, you’re leaving your signed files open to attacks, which can affect your operations and reduce team productivity.
Summing It Up
The security of digitally-signed documents should be one of the priorities of companies to preserve the authenticity of the information and ensure compliance with federal regulations. As such, taking preventive measures is imperative.
These include regularly updating your software and devices and leveraging PKI technology. In addition, make sure to develop policies around digital signatures and educate employees on their role in safeguarding digitally-signed documents.
