Keep Secure Documents Secure with Xerox Workflow Central

The number of data breaches in the U.S. has significantly increased, from a mere 447 in 2012 to more than 3,200 in 2023. In the five years from 2017 to 2022, the number of healthcare data records breached in the U.S. skyrocketed from 5.3 million to 51.4 million. And 58% of companies found more than 1,000 folders that had inconsistent permissions.

With so much data being shared in today’s world, you need to be sure that your documents and data are only being sent to those that are authorized to see it. However, we have very little control over that information once it leaves the confinement of our own firewall, whether by mistake or by malicious intent. Many document security solutions out there promise to keep your data secure, but there are three main areas of concern when it comes to data be shared with unauthorized parties:

1. Email Transmission: The simplest and quickest way to share information. It’s prone to mistakes, uncontrolled further distribution, and compromised email accounts through malicious activity.

2. File Sharing / Hosting Solutions: Over the past few years, sharing larger files externally has become quick and simple, but many of these solutions allow for completely open file sharing links to be distributed. Another issue you may face using “free” services, your personal identifiable information can be gathered and used for other purposes.

3. Physical Distribution: Have you ever received a letter or packaged that wasn’t yours or ever had a package delivered by mistake to a neighbor’s house? What about accidentally leaving a document at your desk or even at a public location? Unfortunately, this all happens more frequently than businesses would like.

Xerox Workflow Central’s Protect workflow can help mitigate these areas of concern and ensure secure documents stay secure. When sharing documents through the Protect workflow, creators can set up to three levels of security to each document. And thanks to the clever security wrapper it places around the file, it always stays with the document regardless how it’s shared. The three levels of security are:

• Level 1: Track views – Track the number of document views.
• Level 2: Track viewers – Track the number of document views and who has viewed it.
• Level 3: Restrict and Track Viewers – Track the number of document views and restrict who views it.

With any of the above chosen, creators can set expiry parameters for viewing. These can be after a set date or number of days; for Level 2 and 3, creators can set the maximum number of views allowed. If a document is accidentally sent to the wrong person, it can be expired immediately or at any time after it’s sent. To avoid sharing to external email addresses, creators can restrict the document to a specific domain, or domains – especially useful for “Internal Use” documents that should be kept internal!

With Levels 2 and 3, creators can even add screen capture identifiers to the shared document, which imprints the recipient’s name into the document should they use “Print Screen” or other Screen Capture software. This can deter further sharing, as readers visually see that if they were to share a snapshot of any one page or part of a page, they would be at risk of the leak being easily traced.

And let’s not forget Print. While there are many good reasons to print a document, there are some documents you simply don’t want printed! With Protect, restricted printing capability is a default setting.

The Protect workflow is great for hospitals and healthcare facilities with patient records or correspondents that contain any Personal Identifiable Information (PII), for R&D concepts/plans or other documentation containing Intellectual Property (IP), and any type of contract or agreement or supporting non-disclosure documents.

Secure Documents with Xerox Workflow Central’s Redact Workflow

Now there are of course may be instances when you do need to print secure documents that contain PII that you do not want to be shared. To minimize the risk of sensitive information be exposed or shared with unauthorized parties, password protection, encryption, and document redaction have become the norm. However, for most it is a very confusing, difficult, time-consuming, and error-prone task and where there are automation tools are available, they are often found within the office environment and not easily accessible for those that work from home or remotely. They may also be buried within application settings, meaning, without additional training, cannot be easily found by employees, so oftentimes these secure document steps are overlooked or ignored.

Xerox Workflow Central’s Redact workflow accelerates and streamlines data protection automatically, from any location. You simply upload or scan any document, choose from regional specific pre-sets and / or add custom words and phrases, then sit back and let the powerful AI driven technology do the rest. You can also choose to protect the document further by adding a password to open and view it just in case it falls into the wrong hands. If selecting email as an output destination, you can add encryption to further secure the transmission of the file over unsecure internet connections.

All these options are chosen with Xerox Workflow Central’s simple step by step workflow wizard, making it easy for users to adopt secure technology without confusing them and without any additional training.

The Redact workflow is great for redacting protected health and other medical information, social security numbers, financial documents and files, judiciary records, contracts, and individuals’ addresses, birth dates, and other PII.

Keep Secure Documents Secure with Xerox Workflow Central

In an era where data security is paramount, tools like Xerox Workflow Central’s Protect and Redact workflows provide a vital safeguard for sensitive information and ensuring secure documents remain secure. By streamlining the encryption and redaction processes, these workflows empower businesses to maintain compliance with privacy regulations and reduce the risk of data breaches and unauthorized access to documents. Whether you’re handling everyday workflows or managing critical documents, Xerox Workflow Central ensures your information remains secure while maintaining efficiency and ease of use. Investing in such advanced document security solutions is not just a smart choice—it’s an essential step in protecting your organization’s future!

Xerox Workflow Central’s capabilities go far beyond document security. Check out our blogs on how you can utilize Xerox Workflow Central for workflow automation and for easy document conversion. To learn more about Xerox Worfklow Central, schedule a demo, or request a risk-free complimentary 30-day trial, give us a call at (800) 727-6383, email us at info@parmetech.com, or connect with us through our website form to get started.