4 minute read

In today’s digital landscape, where cyber threats and data breaches are increasing, document security has never been more critical. Whether you’re a public-sector organisation or a business that regularly communicates with customers, employees, and stakeholders across multiple channels, securing sensitive online and print information is essential for compliance, trust, and operational integrity.

From payslips and invoices to financial documents and general customer correspondence, ensuring document security helps protect data, prevent fraud, and maintain your organisation’s reputation. This blog will explore why document security is vital for outbound communications, the risks involved, and how solutions like Aceni and Epay can help safeguard sensitive information.

What is Document Security?

Document security protects files and sensitive information from unauthorised access, theft, or manipulation. It includes physical and digital documents and applies to every stage of the communication process—from creation and processing to transmission and storage.

Key document security measures include:

• Access controls – Restricting document access to authorised personnel only.
• Encryption – Protecting digital files from cyber threats.
• Audit trails – Ensuring compliance by tracking document handling.
• Secure storage – Hosting documents in protected environments.
• Print security – Implementing controls to prevent unauthorised physical document access.

Why is Document Security Important?

Effective document security protects not just your organisation but also the individuals whose data you handle. Here are 5 reasons why it matters:

1. Reducing the Risk of Data Breaches

A data breach can expose sensitive customer or employee data, leading to severe financial and reputational consequences.
Common causes of data breaches include:

• Misdelivery of physical or digital documents.
• Unauthorised access due to weak security measures
• Cyberattacks such as phishing, malware, or hacking.

Solution: Using secure communication systems like Aceni ensures that only authorised recipients can access digital documents, reducing the risk of unauthorised exposure.

2. Avoiding Financial Penalties

Failing to comply with data protection laws can result in substantial fines. For example, British Airways faced a £20 million fine in 2020 for inadequate security measures that compromised 400,000 customer records. Beyond regulatory fines, organisations must also consider the costs of:

• Conducting security audits.
• Reviewing compliance documentation.
• Investigating and mitigating breaches.
• Losing productivity due to incident resolution.

 Solution: Investing in secure document distribution systems like Epay ensures compliance with GDPR and other data protection regulations, helping you avoid costly penalties.

3. Maintaining Customer Confidence

Public trust is a key asset for any organisation. A single data breach can erode confidence, leading customers to take their business elsewhere. Secure document handling reassures customers that their personal, financial, and medical information is protected, fostering long-term loyalty.

Solution: Aceni’s multichannel communication system enhances security by tracking document access, providing full audit trails, and ensuring data protection at every stage.

4. Protecting Organisational Reputation

A well-publicised data breach can lead to long-term reputational damage.
Customers, employees and stakeholders expect organisations to uphold stringent security standards. If document security is compromised, rebuilding trust can take years and significantly affect business growth.

Solution: Implementing a secure outbound communication process minimises errors and ensures compliance, safeguarding your brand’s reputation.

5. Combating Cybercrime

Cybercriminals target organisations that handle large volumes of sensitive information and exploit weak
points in email security and document storage. The rise in cybercrime makes using encrypted communication channels and robust security protocols imperative.

Solution: Aceni protects electronic documents by presenting them through secure online portals instead of unsecured email attachments, mitigating the risk of interception.

When is Document Security at Risk?

Document security is vulnerable at three key points:

1. Processing: If documents lack approval controls and audit trails, incorrect or unauthorised information may be sent, increasing the risk of a data breach.
2. Transit: Email is not the most secure way to send sensitive documents. Hackers can intercept emails containing financial or personal data.
3. Storage: Online document repositories must be protected against cyber threats. If security measures are weak, hackers can infiltrate systems and steal confidential data.

How to Minimise Security Risks

To enhance document security, you need solutions that:

• Implement robust approval workflows.
• Use encrypted portals for document storage and sharing.
• Automate document processing to reduce human error.
• Train employees on best security practices.
• Conduct regular security audits.

How Aceni by Datagraphic Enhances Document Security

Aceni is a multichannel communication system designed to improve security and compliance in outbound communications. Here’s how:

Controlled Processing
Aceni automates document production, eliminating manual errors. Its intelligent technology scans each document for accuracy, ensuring incorrect or incomplete information is flagged before sending.

Secure eDocuments
Aceni ensures that electronic documents are only accessible via encrypted webpages or secure portals. Instead of sending sensitive information via email, Aceni uses email only for notification purposes, significantly reducing the risk of interception.

Compliance and Audit Trails
Aceni maintains a detailed audit trail for all outbound communications, helping organisations meet data security regulations and demonstrating compliance with GDPR and other industry standards.

Print Security
For organisations that still require physical document distribution, Aceni provides a secure print process that protects documents from unauthorised access during production and delivery.

Final Thoughts

Document security should be a priority for any organisation handling sensitive information. A lack of robust security measures can lead to data breaches, financial penalties, reputational damage, and loss of customer trust. By adopting secure communication solutions like Aceni and Epay, organisations can:

• Reduce the risk of data breaches.
• Maintain compliance with data protection laws.
• Build customer confidence and trust.
• Protect against cyber threats.
• Secure both digital and physical documents effectively.

Aceni, our multichannel communication system, allows you to securely communicate with your customers, employees and stakeholders. You can maintain compliance and provide communications that are secure and reliable.

If you’d like to find out more and arrange a demo, get in touch with our team here at Datagraphic by calling +44 (0)1246 543000.