Information Security and Document Security

When connecting digital devices to your network, there should be assurance that system resources and data are protected from disruptive forces inside and outside your organization. This enables IT management to embrace products that would otherwise pose a security risk, while providing employees with high-performance equipment that streamlines workflow, protects vital business interests, and ensures peace of mind.

The Document Security Framework concept (see Figure 1) is derived from Ricoh's extensive research into our customers' document-related business processes, as well as respect for the considerable IT investments that have been made. Central to this framework is Ricoh's commitment at each Layer, starting with the Physical Security and Network Security Layer (Layers 1 & 2).

These Physical Security and Network Security countermeasures are just a few basic methods used to maintain document and data Confidentiality, Integrity, and Availability.

Once the basic security measures are implemented, stages in the document workflow must be protected as well. This includes input & creation, output, repository & search, distribution & integration (Layer 4). Layer 4's foundation is comprised of Authentication, Authorization and Accounting/Auditing countermeasures (Layer 3). The AAA SecurityLayer safeguards the document workflow.

Once the AAA Security Layer is implemented, the document workflow can include correct and safe processes governing information input & creation, output, repository & search, distribution & integration. It will then be possible to establish proper Document Workflow Security (Layer 4). This can include MFP integration with backend Document Management Systems (DMS) that provide organizations with the power to control information assets, and meet stringent compliance requirements.

Furthermore, auditing should be conducted from time to time, in order to check if the security procedures are successful, or if modifications are necessary (Foundation).

Keeping the Document Security Framework in mind, Ricoh believes you should take a multi-layered approach to security, one that combines two key objectives: streamlined, efficient workflow, and document security. The goal is to create a controlled system that minimizes risks to information security without unduly impacting document administrators, users or workflow processes.