The significance of document security for organisation produced documents - Part 2

Are lack of regulations a reason for tampering of corporate and institutional documents?

(part 2 of 2) - continued from our previous post …

In our last post, we analysed if the lack of regulations may be responsible for widespread tampering of corporate and institutional documents. We observed that there doesn’t seem to be any standard regulations which govern document security in particular, leaving organisations to fend for themselves in this respect. There is no common or a unified response on inter-organisation document security and that leaves the onus on each organisation itself. As document security gains in significance, in this post we look at one simple way in which this can be achieved by organisations.

What is the solution, and how can organisations implement document security?

Almost all documents that are generated for inter/ intra organisation use like payslips, service record, an invoice, or a certificate, bill etc can easily be duplicated. The scamsters of today can create fake documents effortlessly.

However, technology is a double-edged sword. Significant strides have been made in document security technology and nifty ways of checks and balances are possible today without burning a hole in the pocket. There are simple, effective, and robust methods of ensuring document security. Solutions like Secure QR code-based document security solutions are quick, easy, and affordable across organisations. These are sophisticated technologies and yet do not cost a fortune. Hence, even small and medium enterprises can implement these solutions efficiently and effectively.

5 reasons why as Secure QR Code Solution is the answer

A secure QR code brings significant advantages in addressing this issue irrespective of whether there is regulatory enforcement or not.

1. QR Code solutions are a proven technology and ubiquitously used

2. QR Code solutions are simple, efficient, and affordable

3. Secure QR codes allow vital information to be validated very quickly, across and between organisations, between creators of the document and the validators without the need for expensive system to system integration

4. They follow standard PKI (private key/public key) protocol

5. Information is highly secure and tamper-proof and secure QR codes are digitally signed by the authorised issuer making it impossible for anyone else to generate or tamper with them

How does the solution work?

The issuing entity creates a unique digitally signed QR code for each document that encodes key details or information to be secured. For example for an identity card, informaiton like name, designation, photograph, address etc is captured in the secure QR code which is then placed on the document itself.

Example : An Identity card with a Secure QR Code

Any entity that wishes to validate will simply scan the code with the specified app on their smartphone when presented with such a document carrying a secure QR code. They can thus verify the digital signatures and check authentic information instantly.

Using such a simple, secure QR code based solution, can help create secure tamper-proof documents for a wide cross section of organisations and use cases. Additional features like remote revocation or ability to update contents, including validity period etc can be controlled through the QR code. These technologies can even come with features like location tracking that allows the system to keep track of the user location each time the document is scanned. This would hence provide specific audit trails which can help in compliance as required. A technology that is readily available and cost effective - what else is needed ?

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