How Document Scanning Services Enhance Data Security

2 min read
June 6, 2023

Table of contents

In today's era, ensuring data security has become a significant concern for businesses across various sectors. The surge in digital transformations has reshaped traditional ways of doing business and storing data. Paper documents, once a staple in the corporate world, are increasingly being replaced by digital files. This shift poses a crucial question—how does digitizing documents enhance data security?

The Threat of Unauthorized Access

Before delving into the advantages of digitizing, it is essential to understand the risks of traditional physical data storage. A study conducted by the Ponemon Institute (2019) reveals that over 53% of businesses have experienced at least one paper-related data breach in the last two years. This statistic highlights the vulnerability of physical documents to unauthorized access and theft.

The Information Security Promise of Digitizing Documents

Now let's shift the focus to the potential benefits that document scanning services can offer, specifically for information security. By converting paper documents into digital format, businesses can employ various data security strategies to protect sensitive information.

Encryption Keys and Access Controls

Once documents are digitized, businesses can implement advanced security measures, including encryption and access controls. Encrypting data transforms the original information into a code that can only be read by someone with the correct decryption key.

According to a report by the cybersecurity firm Thales (2021), 87% of organizations that have suffered data breaches were not utilizing encryption. Clearly, encryption keys play a critical role in preventing unauthorized individuals from accessing data.

Access controls follow the principle of least privilege, which implies that individuals should only have access to the data they need to perform their jobs. Such controls effectively minimize the risk of sensitive data being accessed by unauthorized personnel.

Data Masking and Data Backup

Other types of data security include data masking and data backup. Data masking is a method that hides sensitive data by replacing it with fictional yet realistic information. It allows businesses to share data safely without exposing sensitive details.

Data backup, on the other hand, provides a safety net in case of system failures or cyber-attacks. By regularly backing up their data, businesses can ensure the continuity and availability of important files. IBM Security reports that the average cost of a data breach in 2020 was $3.86 million, and having a robust backup strategy can save businesses from incurring such significant losses.

Complying with Security Standards

Using document scanning services and digitizing paper documents can help businesses comply with various security standards. For instance, the Payment Card Industry Data Security Standard (PCI DSS) is a set of requirements designed to ensure that all companies that process, store or transmit credit card information maintain a secure environment. Digitizing documents facilitates compliance with such standards by providing better control over data, trackable access, and demonstrable security measures.

Is Data Security Important?

In short, yes. A study by Cybint Solutions reveals that 95% of cybersecurity breaches are due to human error. This stat underscores how important data security is for businesses to adopt digital solutions that limit human error and secure data effectively.


In conclusion, digitizing documents via document scanning services can significantly enhance data security. Through encryption keys, access controls, data masking, and data backup, businesses can protect their sensitive information from unauthorized access and data breaches. Moreover, digital data management helps in complying with security standards like PCI DSS and effectively reduces the potential for human error, thereby ensuring robust data security.

The transition from paper documents to digital formats is a leap towards better data security, providing a safe environment for businesses to thrive in this digital era. In this ever-evolving landscape, adopting such measures is not just a choice; it is a necessity.

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