While IT pros know the hazards of photocopying sensitive information, many users still reproduce, store and dispose of data in ways that could increase the risk of lost information or identity theft.

According to a survey of 100 execs by eCopy, Inc., 47% of companies routinely copy documents containing financial information, and 30% copied legal documents.

Also, though most companies recognize the need to shred sensitive data, 25% fail to dispose of it properly — recycling or throwing away entire sheets of paper, leaving the data available for anyone who finds it.

Obviously there’s a need for a more organized system of copying classified documents. Companies have found they can gain control and enhance privacy by placing scanned documents into a secure electronic workflow. Document imaging solutions come with a number of benefits:

1. Improved organizational procedures: Document imaging solutions allow companies to establish a systematic way of copying, storing, and discarding sensitive documents. Now you can make sure everyone follows business protocol when it comes to copying.
2. More control: You can password protect the document to control who gets to view, edit or print the scanned information. This helps guard against fraud and stolen information.
3. Less paper: Electronic copying and storing does away with the need for most paper copies. It also eliminates the increased risk of fraud when disposing of them, not to mention all the extra storage space you’ll have around the office.
4. Better compliance with tough rules: Privacy regulation is becoming tighter, but you can get ahead in the game by creating an effective audit trail with electronic copying.
5. Increased returns on investment: Electronic capture and distribution of data that would otherwise be in paper documentation allows for better integration into existing business applications.

Tags: copying, eCopy, Security