Things that Really Matter in Document Management-1
Document management solutions have hundreds of features that have the potential to improve the way your organization works. However, you won’t buy software just because of one of these capabilities. Based on our experience with over 15k Bentech customers in 10+ countries, we’ve determined which document management capabilities matter most. Here’s what they are and why they should matter to you.
1. Security
Data breaches at prominent companies, including Equifax, Target, Uber, and JP Morgan Chase, put security at the top of our minds. Business security concerns include protecting customer data, confidential employee records, product information, and financial data.
Document management should ensure that documents and data are securely captured, processed and stored, and protected from misuse or loss. Ensure a robust rights structure controls which documents and data users can view, retrieve, edit, export, edit and delete. It enforces privacy as information is only accessible to authorized users. They guaranteed access rights that documents could not be changed without permission and that changes could be tracked.
The separation between the backend and customer data provides another layer of protection. It differentiates between objects such as forms, reports, and queries, which are available on the front end, and data tables and configurations on the back end. This separation eliminates errors that can occur when backend updates are applied at the same time data and documents are being modified. It also protects your data by restricting access.
Redundancy involves mirroring your system and storing a copy in one or more offsite data centers to prevent data loss.
Additional security features for cloud-based software
Encryption provides the next level of security for cloud-based software. All documents must be stored with AES, the encryption standard used by the US government for documents with the highest level of secret clearance. Communication encryption is also necessary. All Internet traffic must be sent over HTTPS and HSTS. It protects cloud services from protocol downgrade attacks and cookie hijacking.
Regularly scheduled external and internal penetration tests help maintain cloud system security at and above industry standards. During SOC2 certification, internal test results are evaluated by external auditors.
2. Ease of use
At Bentech, we measure ease of use by using customer and internal product testers to get feedback. Our goal is to minimize the number of clicks required to complete a process. We also ensure that we provide clear information to guide you through every step.
Our user interface team calculates the time it takes to complete a task and works to minimize it. We also measure the time it takes product testers to learn how to use a new feature. Our focus on short adoption times and flat learning curves results in continuous improvement in the solution’s ease of use.
By participating in Bentech’s Customer Experience Improvement Program, customers contribute to further improving quality, reliability, and efficiency. With permission, statistical information about the use of the Software is sent to Bentech at regular intervals.
