Why Your Document Repository Needs To Be Secure Yet Flexible

09/21/22

CobbleStone Software showcases how your document repository should be secure yet flexible.Managing documents within an unorganized and insecure document repository can slow down your document management processes and leave your organization exposed to undue risk. Relying on manual and disparate systems - such as shared drives, emails, and spreadsheets – can cause you to fall into document mismanagement pitfalls.  Considering how organizations ranging from small businesses to global enterprises leverage document repositories daily, discover how contract management software can empower you with secure yet flexible document repository tools.

 

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Document Repository

A document repository is where past, active, and in-progress documents are stored - either physically or digitally.  A document repository can include anything from a physical filing system with paper documents to a secure yet flexible electronic document management software with digital document storage.

Protect Sensitive & Confidential Document Data in a Secure Repository

Managing confidential and sensitive data within disparate systems, such as email and spreadsheets, can leave confidential and sensitive data vulnerable to data breaches.  Fortunately, an organized document repository proffered by leading electronic document repository software can empower you to store documents and protect confidential document data within a highly secure, cloud based location. Your team can gain governance over access control with security features.

You can easily identify crucial data – such as financial information, phone numbers, emails, locations, counterparty information, clauses, milestones, and key dates – with the help of robust electronic document repository search features.  By leveraging a centralized document repository offered by a leading document repository software provider that is SOC 1SOC 2, Privacy Shield, and HITRUST compliant, you can confidently know that your document data - including from contracts and other agreements - reside in centralized and secure cloud storage or deployed network.

 

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Maximize Document Data Protection With Flexible User Permissions

Without stringent document data permissions that allow document management team members to view only the necessary information that aligns with their responsibilities, you can run the risk of documents falling into the wrong hands. 

Fortunately, a centralized and secure document file manager can empower you to configure user permissions that allow stakeholders the proper access to specific document data – providing added security for sensitive and confidential document information, including PCI and PII.  You can retain optimized oversight over document organization, file type, file sharing document history, permissions, version control, status tracking, and collaboration within a centralized document repository.

Implement Flexible Document Workflows for Data Archival and Retention

Tracking and managing varying documents for data archival and retention with manual processes can prove stressful and increase risk.  You can find yourself struggling to notify the right people at the right time.  Fortunately, intelligent document workflow automation reduces bottlenecks by enabling you to assign responsible stakeholders to document data that is ready for archiving, retaining, and purging.  Notifications can be configured within your document repository software and via email to alert assigned stakeholders of data ready for archiving or purging based on key dates, compliance standards, and other variables.

Rather than automate document purging, which is not usually encouraged, you can automate workflows for the right team members to review closed documents ready for purging within a manageable timeframe, helping reduce risk and accidental document data deletion.  Moreover, a leading document repository software supports audit trail history with trackable status changes for enhanced digital file task management oversight and data policy accountability.

Leverage Flexible AI for Document Data Extraction & Identification

A centralized document repository backed by artificial intelligence can empower you to streamline and automate your document management processes by transforming static documents into dynamic assets that can adapt to each stage of each document's lifecycle - including contracts and other agreements.  A centralized and secure document repository can help you proactively identify opportunities, improve contract oversight, and manage risk with the help of robust artificial intelligence and machine learning.

 

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With the ability to intelligently map imported document data to user-defined fields, you can organize and easily search for necessary information as needed from a centralized and secure location.  Moreover, leading document management systems empower you to create virtually unlimited digital document records with amendments and flow-down functionalities that support ancillary documentation attachments - including subcontracts - for maximized contract organization and streamlined reporting. 

You can also leverage low-friction Microsoft Office connectors, such as  MS Outlook and MS Word, can help you maximize your contract management processes by streamlining contract collaboration and communications - empowering document version control and digital file sharing oversight.  While contract management software can support contract data extraction, a leading contract management software provider can coordinate bulk document data extraction services for robust CLM software implementation ROI.

 

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Manage Documents With a Secure Mobile App for On-the-Go Flexibility 

A leading document management software mobile app offers unparalleled document repository efficiency by offering web-enabled functionalities right in the palm of your hand.  A digital document management software mobile app, available on Apple iOs and Android devices, enables you to fulfill web-enabled document management tasks at the touch of a finger.

A leading feature-rich mobile app offers themes and color schemes that resemble a document management system desktop experience with mobile-friendly responsiveness.  Mobile app users can quickly access their core document repository features with ease – all within a sleek and future-minded interface that helps document managers:

 

CobbleStone Contract Insight® - Your Document Repository of the Future

Don't waste any more time with disorganized and siloed processes within an insecure document repository. Discover how CobbleStone Contract Insight, a leading document management solution, can empower you with secure yet flexible document management software tools by requesting your free trial today!

 

CobbleStone Software offers a complimentary demo.

 

Discover why thousands of contract managers trust CobbleStone to achieve document management success. Considering CobbleStone Contract Insight’s highly configurable software system, it’s no wonder why CobbleStone is recognized as the Leader in the Spark MatrixTM CLM Software Report.  

CobbleStone’s trusted, award-winning, highly integrated CLM software streamlines the contract lifecycle management process with optimal governance, reduced friction, and high flexibility from contract requests to renewals.  CobbleStone Software has been a visionary leader in CLM software for over twenty years.  CobbleStone’s user-friendly, robust, and scalable solution seamlessly integrates with mission-critical applications for unified and seamless contract management.  CobbleStone Software, as a software provider, also remains SOC 1 and SOC 2 compliant to encourage paramount security.

 

 

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*Legal Disclaimer: This article is not legal advice.  The content of this article is for general informational and educational purposes only.  The information on this website may not present the most up-to-date legal information.  Readers should contact their attorney for legal advice regarding any particular legal matter.

Joshua Hansen

Written by Joshua Hansen

Joshua Hansen is the Content Marketing Strategist of CobbleStone Software.

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