Establishing a document security framework is one of the most critical elements for ensuring a comprehensive organizational security strategy that will protect and safeguard vital enterprise information from its origin and storage to access, sharing and ultimately its disposal. Only authorized users can access documents protected by this security framework, thereby maintaining the integrity and preserving the confidentiality of these sensitive documents in medium to large organizations and highly regulated sectors. Document security frameworks facilitate the efficient and secure management, organization, and control of documents across various departments and platforms.

Security frameworks also provide a structured approach to managing and securing digital documents, thereby protecting confidentiality, integrity, and availability. However, document security isn’t just a cybersecurity strategy. Depending on the industry, these frameworks may also be a legal requirement. Government agencies, healthcare organizations, financial institutions, and law firms must comply with various regulations and laws regarding personal data. Two good examples are the Health Insurance Portability and Accountability Act (HIPAA) in the U.S. and the EU’s General Data Protection Regulation (GDPR).

An effective document security framework policy covers all types of documents handled by the organization, from internal HR and finance documents, legal documents and client data, to emails and physical hard copy files. Organizations that store physical documents shouldn’t become too complacent. Digitizing physical documents using a combination of advanced document imaging scanners and software before file upload to the cloud is a far more effective way to secure sensitive information.

These frameworks also apply to employees. They must apply to all employees, contractors, and third parties who create, access, store, or share documents related to company operations, regardless of document format. It cannot be stressed enough that execution on the framework policy is critical. According to the 2024 IBM/Ponemon Cost of a Data Breach Report, third-party data breaches are the third-highest predictor of increased breach costs, resulting in 5% higher costs above the average, and one of the most expensive types of breaches for organizations to recover from.