It is critical for human services and social work programs to protect and safeguard the private personal and medical information of their clients. With documents that include client histories, health records, and additional private information, it is imperative that human services programs protect that information with robust security measures — like a document management system. Human services programs that want to upgrade their security may want to know — how does a document management system improve security — and NCT Inc. may be able to help with this in-depth overview.
8 Ways a Document Management System Improves Cybersecurity in Human Services
A document management system upgrades cybersecurity in human services by implementing a multi-layered defense provided by a suite of advanced features that protect sensitive client data. Key systems promote regulatory compliance, leverage secure government-specific cloud infrastructure, enforce strict data ownership, and implement comprehensive data encryption. In addition — document management systems are reinforced with data recovery plans, employ regular third-party security testing, support multi-factor authentication (MFA), and can be built to meet unique specific security needs.
1. Ensures Regulatory Compliance
A high-quality document management system helps human services organizations meet strict compliance regulations — such as being SOC II and HIPAA compliant. These systems are designed to adhere to industry best practices for data handling, which is important for compliance regulations.
2. Leverages Government-Specific Cloud Infrastructure
Cloud-based document management solutions on platforms like Azure Gov Cloud benefit from government-specific hosting environments. These infrastructures can employ U.S.-based government or county-specific servers that add additional safeguards to protect sensitive information.
3. Promotes Data Ownership
Many document management systems ensure that counties maintain ownership of their own data — which is kept siloed. This means client information for specific human services organizations is isolated and protected, to reduce the risk of cross-contamination or unauthorized access.
4. Implements Robust Data Encryption
Data within many document management systems is protected via comprehensive encryption — both when it is stored and when it is in transit. This dual-layer encryption significantly enhances security, making it extremely difficult for unauthorized parties to hack, access, or interpret sensitive information.
5. Provides Disaster Recovery Services
A quality document management system in human services implements standard backup, restore, and security services that can be offered by the Microsoft Government Cloud. These features are vital for maintaining data integrity and availability and provide additional protection in the event of emergencies, system failures, or cyberattacks.
6. Conducts Third-Party Security Testing
To proactively identify potential security weaknesses, many document management systems undergo strict third-party testing for vulnerabilities and security issues. This independent validation ensures that a system’s defenses are always being optimized and strengthened against new threats.
7. Supports Multi-Factor Authentication (MFA)
Innovative document management systems employ software that supports secure logins through hardware and Multi-Factor Authentication (MFA). MFA adds another layer of security by requiring users to provide two or more verification factors to gain access to client documents, which reduces the risk of unauthorized access even if a password is stolen.
8. Offers Different Configurations for Tailored Security
Different human services programs have different security needs and document management software can be customized, allowing programs to adapt to local, tribal, and county needs. This flexibility means that security settings can be customized to align with individual organizational policies and unique requirements.
NCT CaseWorks Document Management System Cybersecurity Features
Are you looking for an enterprise content management system that provides the organization, optimization, and security that your human services program needs? The NCT CaseWorks platform provides innovative solutions for local, county, and tribal human services programs — to include protective cybersecurity measures. With features that improve compliance, provide data encryption, provide data recovery options, and more — NCT CaseWorks is a viable solution. Learn more about the NCT CaseWorks cybersecurity measures.
READ MORE: How Does a Document Management System Improve Client Care?
The right document management system is a valuable tool for enhancing cybersecurity in human services. The adoption of robust solutions that prioritize compliance, advanced encryption, and proactive security measures mean human services organizations can protect the sensitive information entrusted to them.
Contact NCT Inc. for a demo of the CaseWorks enterprise content management system today!
