A key benefit of a workflow-based digital asset management (DAM) or asset management system (AMS) is the increased security, which enables companies to effectively protect their digital assets and information. In an era of increasing data leaks and cyber attacks, a DAM/AMS system with robust security mechanisms is of vital importance. Here are the main aspects of how this increased security is ensured in PAS.
Role-Based Access Control
The PAS system offers the option of implementing role-based access controls. This means that only authorized users can access or edit certain assets. Permissions can be set individually for each role in the company, so employees only have access to the files that are relevant to their work.
Restricting access to specific user groups minimizes the risk of unauthorized employees or external parties accessing sensitive content. Administrators can quickly and efficiently adjust or revoke access rights when an employee's role changes or they leave the company.
Example: A designer can edit an asset but not release it, while the marketing manager has the authority to release it. This ensures that only authorized persons can make changes or publish assets.
Two-Factor Authentication (TFA)
PAS provides the option to enable two-factor authentication. This requires users to enter an additional security measure, such as a code via email or an authentication app, in addition to their password. This significantly increases security because access to the system is not only protected by the password.
Implementing TFA minimizes the risk of unauthorized individuals accessing the system with stolen credentials.
Example: A user enters their password to log in to the system and is sent an additional code via email that must be entered to access the system. Only with both factors the user can access PAS.
Regular Security Updates and Patches
PAS regularly issues security updates and patches to protect the system against the latest threats. These continuous updates ensure that security vulnerabilities are closed in a timely manner and that the system is protected against potential attacks.
PAS has security mechanisms that automatically detect and report threats before they can cause major damage.
Example: If a vulnerability is discovered in a particular software module, an update ensures that the vulnerability is patched before it can be exploited by cybercriminals.
Audit Trail and Activity Logs
The PAS system provides detailed audit trails that record every action a user performs within the system. This makes it possible to track who accessed which files, what changes were made, and who granted which approvals at any time.
These logs help companies fulfill their compliance and security requirements by providing an audit trail of how and by whom digital assets have been accessed.
Example: If sensitive content is accidentally modified or deleted, the audit trail shows who performed the action and the problem can be quickly resolved.
Comply with Data Protection Regulations
The PAS system helps companies comply with data protection legislation. Organizations working with sensitive data can ensure that this data is only viewed and managed by authorized individuals and that all the necessary security protocols are followed.
Example: A company can ensure that data from customers stored in PAS is only accessible to authorized employees and that deletion requests are processed in accordance with legal requirements.
Summary of Enhanced Security
A workflow-based AMS like PAS offers comprehensive security mechanisms to protect digital assets from unauthorized access, data loss and cyberattacks. With role-based access rights, two-factor authentication, audit trails and regular security updates, the system ensures maximum security. Companies can rest assured that their digital assets are always protected and that all security and data protection requirements are fulfilled.
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