Information sharing across departments such as marketing, finance products, finance and human resources is essential to the success of a business. However, while traditional electronic methods like email and FTP provide more convenience than paper, they do not deliver the security, control, and monitoring that highly confidential materials require.
A secure document exchange portal is a secure platform that allows businesses to share confidential documents with their customers, making it easier and streamlining collaboration while reducing the chance of data security breaches.
Secure document exchange portals secure documents in transit by using encryption technology, reducing the risk for hacking and cyber-attacks. They also offer additional security features that can’t be replicated by email, such as password protection two-factor authentication, digital signatures.
With a secure document exchange platform you can easily create templates for standard groups of files that are automatically distributed to your clients based on their nature of the file or other criteria. This lets you cut down on the amount of manual requests for documents and streamline collaboration with your clients.
The most effective document management systems and client portals provide unlimited online storage, making it easy to centralize your clients’ files. They also let you locate files by simply searching on file names tags and the text contained within the file, and they produce an audit trail with a timestamped date of every activities.
Document management top virtual data room reviews software must have an effective backup system and be regularly tested to ensure it will recover in the event of a malfunction. Finally, you should educate your staff and collaborators from third parties on best practices for sharing documents and stress the importance of following these guidelines.