Make a Safe Move to Cloud-based Document Management

As the trusted provider of an integrated, cloud-native, document management platform for businesses in a wide range of industries, Capisol Software is well acquainted with the realities of cybersecurity attacks in today’s business environment. Although its main service is not security, the company provides Software as a Service (SaaS), which not only affordably improves business process automation and efficiency, but actually lessens risks and enhances clients’ data security.

Christopher de Zeeuw, managing director of Capisol Software says: “Cybersecurity has not only become a hot topic on everyone’s lips; it is also the ‘big bad wolf’ of the modern business world – and, with good reason as daily breaches have proven that anyone could be a target. According to a recent information security survey by IT Web, 57 per cent of local companies that participated in the survey had suffered a phishing attack in the past year and 39 per cent had fallen victim to a malware incident. Adding to these worrying statistics, according to Tech Central, 60 per cent of small companies go out of business within six months of a cybersecurity attack.

“However, instead of becoming paranoid, panicking and imposing a ‘blanket block’ on all IT access, companies should rather analyse and proactively manage their risk profile,” advises de Zeeuw.

“Cybersecurity is an incredibly threatening and fast-moving challenge for all companies today – large and small, no matter where they are based. As a result, many are feeling vulnerable and somewhat helpless in the face of this constant, lurking threat in today’s ‘always on, always connected’ business world,” de Zeeuw points out.

Jacques Correia, technical director at Capisol agrees: “In these hyper-connected times, businesses simply cannot afford to function as islands anymore, so interaction and integration with external systems have obviously become an everyday, operational necessity. However, how securely such interactions and integration are managed, determines the level of risk entailed.”

With indepth knowledge of the management of such risks, Capisol has developed a software platform that is remarkably powerful, yet also simple and efficient. It integrates seamlessly into a business’s existing IT system to provide a host of automated document management services while reducing complexity and risk.

“Our platform is specifically tailored to conform to each client’s local security protocols, thereby enabling them to maintain full control of their own business operations,” Correia explains.

“As an example, data is encrypted and sent from the client site to the Capisol cloud-based servers, and clients are never required to open inbound channels. This means that their existing security system cannot be compromised in any way; and therefore, our interaction does not introduce a potential security ‘weak spot’.”

Correia adds that there are some ‘golden guidelines’ that can effectively provide the tools with which companies can demystify and combat cybersecurity threats:

• Simple and effective security

First, understand your company’s data and its potential value to hackers; and then implement a simple, well-designed, security system. Many companies spend exorbitant amounts of money on multi-layered security structures, while a “back door” that provides access to their most valuable data is left wide open. In this case, complexity is no guarantee of security – frequently, it is the very opposite.

• Organisational speed and agility

Hackers and malware are becoming more sophisticated every day, but so are security systems. Companies need to stay abreast of and implement the latest security technology and also ensure they are sufficiently agile to make quick decisions when required. This can be achieved by regularly reviewing the company’s security risk, and then updating policies and systems frequently.

• Employee training and education

Internal staff members are frequently the greatest threat to a company’s security system. The majority of spyware, malware and phishing attacks gain access into a system through the actions of an uninformed employee who opens an infected email or unknowingly installs infected software. This could then corrupt the entire network. Tech Central confirms that 52 per cent of data security breaches are caused by human error or system failure.

This risk can partially be mitigated by automating as many cumbersome administrative tasks as possible, thereby bypassing personal emails as the primary means of circulating important documents.

“Capisol Software adds significant value to our clients, by offering them a completely automated platform that manages the storage, distribution and retrieval of documents and data, with as minimal employee involvement as possible. The system is designed to run by itself and only flag exceptions for investigation,” explains Correira.

“Our latest service offering – CapiSign ­– provides the security of an automated and tracked digital signature solution, which is fully integrated with our cloud document management service. Our platform is an enabler for the reduction of human errors while also facilitating improvement of business process automation and driving efficiency,” says Correia.

Since its inception in 2013, the innovative and forward-thinking Capisol Software company has been growing steadily by implementing groundbreaking solutions for clients such as Adcock Ingram, Bidvest Waltons, Altron Group, RCL and AdaptIT.

“We are extremely proud to be a trusted business partner – embodying our company promise of ‘always efficient and consistently reliable’ – to a rapidly growing client base. While there may be no single ‘silver bullet’ to protect against the vampire-like threats to cybersecurity, we believe that we add an additional level of security and lessen associated risks.

“Our clients are experiencing the value of worry-free, secure cloud-based document solutions yielding improved cash flow, staff and business efficiency and ultimately – the ‘Holy Grail’ of modern business in these challenging times – sustainability,” concludes de Zeeuw.

Note to Editors

Established in 2013, Capisol is the proudly local, innovative and game-changing provider of an integrated, cloud-native, document management platform that automates data storage, distribution and management, among other functions. This makes business processes easier and more efficient, resulting in improved cash flow, staff efficiency and reduced communication costs.

After noticing how ERP systems fell short on customer communication and query resolution, contributing hugely to the delay in payments, this South African software company created an innovative portfolio of software services to offer clients a complete solution, which is SARS, POPI, ECTAct and GDPR-compliant.

Based in Johannesburg. South Africa, the company services a wide range of local and international clients across a broad range of sectors.

(image © istock – ktasimarr)