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How Document Management Has Evolved in the Mobile Era

    

The mobile revolution hasn’t just changed our personal lives—it’s also improving the way that people work and do business. According to a 2016 survey, managers and executives report that smartphone use in the workplace has made their employees more productive by an average of 34 percent.By allowing users to work from anywhere at any time, mobile-friendly software is highly popular among employees and can also greatly benefit your business processes. Contract negotiations and other business agreements can happen in the blink of an eye, so being inaccessible for just a few hours could mean the difference between winning a major deal and watching it slip through your fingers.

Speed, Convenience and Risk

The convenience afforded by this  increasingly mobile also comes with additional risks. More places to work from and more ways to connect result in more potential attack vectors for a malicious actor to compromise your network security.

In particular, “bring your own device” workplace policies and shadow IT can put your security in jeopardy. If users don’t have the proper apps, updates, and patches on their tablets and smartphones, they could be inadvertently opening a backdoor into your network.

For obvious reasons, IT security is especially important for document management. Contracts and other crucial business documents may contain a variety of sensitive information, from non-disclosure agreements to patents, financial statements, and other confidential documents.

Even if you think that you’ve made mobile security a priority at your organization, you still need to make sure that you have a well-defined set of guidelines in place to handle all aspects of mobile access to documents and contracts.

Security Guidelines for Mobile Document Management

  • Mobile devices are much easier to lose or misplace, making them an attractive target for physical access. Employees must secure their devices using strong passwords and biometric identification if available.

  • When connecting to the company network, employees should use VPNs (virtual private networks) that come with built-in strong encryption. Even if an attacker is able to intercept the information that the device sends and receives, encrypting your data ensures that it will remain indecipherable in the wrong hands.

  • Sensitive documents should not be downloaded to the device, but remain stored in the cloud. This will provide an additional layer of security.

  • Employees should install antivirus and anti-malware software on their devices to detect malicious files that could steal confidential and personal data.

  • Your organization should perform regular security audits of employees’ devices to ensure that they are adhering to company protocols.

The Future of Mobile Document Management

In November 2016, mobile devices such as smartphones and tablets made up 51 percent of Internet traffic, surpassing desktops for the first time in history. As the use of mobile devices only continues to expand, mobile document management will undoubtedly become a larger and larger trend.

There’s no longer any need to wait for hours or days in order to confirm a crucial clause in one of your business contracts. Thanks to mobile document management, executives can have the answers they need within minutes, all from the palm of their hand.

In addition, as automation capabilities become increasingly important to document management, they will very likely be pushed out to mobile document management software as well. By doing so, employees will be able to delegate the trivial and repetitive tasks to robotic software assistants, leaving them more time to focus on activities that win more contracts and produce more value for your business.

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