KYOCERA Document Solutions
With the age of big data upon us and the gradual tightening of data protection laws, oversights in data security can create vulnerabilities with potentially disastrous consequences.
Common security concerns such as unauthorized access, data breaches, and compliance issues have led businesses to dedicate more economic resources to preventative measures. Due to the high volume of data being handled, processing this data manually can expose organizations to security and compliance risks. For this reason, businesses are opting for enterprise content management (ECM). Find out how to enhance business data security and compliance with ECM.
Enterprise content management is a structured and organized system for content capture, classification, storage, and access. This structured approach to the management of key documents reduces potential breaches of compliance with data protection laws, fortifies security, and puts customers at ease knowing their data is safe.
Your ECM is often the first layer of defense against data leaks and attacks. This is particularly pertinent for companies that process a lot of financial records, personal data, and contracts. By centrally controlling access permissions and capabilities, only specified individuals can view, download, and edit important business documents. This enables filtering by users or groups of users to ensure that employees can only access data relevant to their role, adding further protection against internal data leaks.
Furthermore, ECM systems like Kyocera Cloud Information Manager (KCIM) deploy a sophisticated security framework including data encryption. Data in storage and during transfer is encrypted so that in the event of a leak or an interception of data, the information remains encrypted and unusable without the relevant encryption keys.
The easily accessible centralized files also enhance security by reducing the number of users saving copies of files to less secure storage locations. This simultaneously prevents the distribution of out-of-date information across departments that are more vulnerable.
Kyocera levels up your data security and compliance.”
Statista and IDC forecasted the amount of data created, consumed, and stored to exceed 180 Zettabytes in 2025, an increase of over 180% since 2020. While the volume of this data continues to grow, the systems in place to manage said data are often left outdated until a costly mistake prompts a change. It is neither efficient nor secure to run manual and ad hoc document processes, particularly when managing large quantities of data and documents across different systems. Locating and accessing this data can raise security and compliance issues in terms of audit, financial processing, and employee data management. Enterprise content management allows centralized storage and access from various systems through API integration.
Laws and regulatory requirements are enforced to ensure companies handle data securely and take sufficient measures to prevent data breaches. Failure to comply results in significant fines and sanctions, and more importantly, can affect the integrity and reputation of an organization. ECM supports workflows for data management, storage, and processing that aid with compliance efforts and minimize vulnerabilities. Furthermore, integrations with compliance software can be applied to ECM to streamline and better manage compliance-related tasks. Kyocera Cloud Information Manager offers version control and traceability of documents for comprehensive audit trails, allowing organizations to prove compliance with data protection guidelines.
This technology has various applications across industries such as healthcare and finance where secure access to important data needs to be organized, compliant, and intuitive despite the involvement of multiple systems.
Kyocera, as one of the top 500 most sustainable companies in the world, also recognizes the importance of complying with sustainability regulations and quotas. Kyocera embodies sustainability efforts through continuous innovation and revision of physical products being manufactured and digital services offered. The use of KCIM gives businesses the infrastructure to digitize processes, reducing paper waste and promoting more sustainable business practices.
Another key component of compliance and governance relates to information about life cycle management. The manual management and processing of life cycle data creates opportunities for human error that can result in larger compliance issues for audit and compliance reviews. ECM allows for the automation of workflows including information life cycle management, document approval, and compliance checks. The standardization and automation of said processes not only reduces the risk of non-compliance but also enhances operational efficiency. Increased operational efficiency can lead to cost-cutting opportunities and resource reallocation, granting you more flexibility to prioritize key business issues.
Centralization of data also provides another manner to mitigate compliance and security lapses. A single source-of-truth approach to data management increases transparency and efficiency, and prevents the falsification of data. Centralization of data paves the way for seamless collaboration across different devices and locations.
Enterprise content management provides businesses with a structured, secure, and compliant way of managing large amounts of data being created, classified, stored, and accessed. Through this, not only can they mitigate cybersecurity threats but also meet compliance regulations more easily. The workflow automation that KCIM offers can increase efficiency, cut costs, and set the business on a more compliant, sustainable, and organized trajectory.