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Perry Chaffee
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5 Ways to Secure Document Management
Perry Chaffee
∙
5 Ways to Secure Document Management
Perry Chaffee
∙
5 Ways to Secure Document Management
The five most effective ways to secure a document management system (DMS) are strong passwordless authentication, client-side encryption, zero-trust information storage, hardware-backed encryption key storage, and an implementation tailored to how your teams actually work. Done well, they strengthen security and make the system easier to use at the same time.
Protecting information is everyone's job, but many people get frustrated with it. Most of us have experienced the extra friction of the many security processes we encounter when handling data, whether for our own user accounts or as an employee managing sensitive business information.
Data protection is critical regardless. Policies around the world require companies to pay attention to information security for user and employee data, in order to prevent breaches that could affect people's lives and damage a business's reputation. For example, GDPR Article 25 requires organizations that process personal data to build in data protection by design and by default.
Users, whether employees or customers, are rightfully averse to the inconvenience of many security solutions used to meet policies like GDPR. But how compliance is achieved makes all the difference. If the right tools are used and implemented correctly, they can deliver strong security in a very convenient way.
Document management systems often process some of the most sensitive information a business has, so it's critical not just to achieve legal compliance, but to do so in a way that's easy for employees to use. Here are five tried-and-true ways to improve both security and convenience for your DMS software.
1. Strong Passwordless Customer Authentication
The average person juggles around 100 passwords, according to NordPass research, and none of us like dealing with that. The seemingly endless accounts are hard to keep track of, especially without reusing the same password for everything. Some accounts also require "strong" passwords with unwieldy requirements that are nearly impossible to remember.
Passwords cause so much frustration that a whole industry sprang up to help people manage login credentials. Solutions like PassHub aim to make managing hundreds of logins easy and secure. But people often make things harder on themselves with more "traditional" methods: reusing passwords, or writing them down where co-workers might find them. Combined with insider threats, these habits can lead to account compromises and data breaches.
Because of this, many businesses don't require complex passwords for corporate accounts. If they did, admins would spend more time resetting lost passwords than doing their jobs. Others use quarterly resets or overbearing requirements to make passwords stronger, but much more annoying. Even "strong" passwords do little to stop attacks, and with technology increasingly assisting hackers, password-protected accounts are getting easier to compromise.
A typical next step is traditional two-factor authentication. It has a reputation for strengthening security, but it is also increasingly vulnerable to hackers. It often adds a layer of inconvenience that frustrates users and leads them to look for ways around safety procedures instead of embracing them.
To reduce the risk of breaches, companies are actively considering passwordless authentication: a way to access an account that is stronger than a traditional username and password.
Traditional Passwordless Methods and Their Weak Points
Method | How it works | Main weakness |
|---|---|---|
Email-based | A secret one-time link is sent to your email | Anyone who gets into the email account gets into the DMS; adds extra steps to every login |
SMS-based | A one-time SMS or call delivers a code | Vulnerable to phone number takeover |
Smart cards | A physical card authenticates the user | Heavier logistics and cost, often one card per system |
Fingerprint and face recognition | Biometrics act as a "something you are" factor | Can fail in everyday conditions; raises questions about where biometric data is stored |
Email-based authentication. You receive a secret one-time link to access the system. It seems convenient, with no complex password to remember. But if someone else gets into your email account, your DMS account is compromised too. In corporate environments, employees usually keep email open on a phone or computer, which makes this approach less secure in everyday practice.
It also isn't fully passwordless, because email accounts are themselves protected by passwords. And it adds two steps to every login: stopping to open the email, then dealing with one more message in an inbox people already work hard to keep clean.
SMS-based authentication. A slight variation: the system sends a one-time SMS or a call to the user's phone, and entering the code grants access. Security professionals should keep in mind that SMS-based authentication is vulnerable to phone number takeover, which attackers often achieve through social engineering.
Smart cards. Smart card authentication is among the most secure and attack-resistant options, but it carries a heavier logistical requirement and cost. Traditional smart cards tend to be dedicated to individual accounts, so a different card is needed for each system. More accounts mean more cards, which means more money.
Fingerprint and face recognition. Both fall under the "something you are" category of authentication factors. They are typically used together with another factor rather than on their own. Their convenience comes from always being with you: an employee can forget an ID card or login credentials, but can't misplace a fingerprint or face.
Biometrics still have challenges. A burned finger, sweaty hands after the gym, or cold hands from outside can stop a fingerprint from registering, and shaving a beard can stop facial recognition from working. A PIN or password is usually needed as a backup for those situations.
Storage is the other consideration. A company could keep biometric data in a corporate database, but that creates a liability, since personal data must then be protected from server attacks. Many services outsource that liability to third parties like smartphone makers. When biometric data is stored on a user's phone, users and service providers alike depend on trusting the phone manufacturer.
For a side-by-side view of these and other approaches, see our comparison of eight passwordless technologies.
A Stronger Alternative: Usernameless and Passwordless Authentication
A secure, reliable alternative to usernames, passwords, and the approaches above is an authentication model built on two components: "something you have" as the first factor, and "something you know" or "something you are" as additional verification. With this model, a user gets one authenticator, a mobile app or token, and can securely access many applications.
At WWPass, we developed strong multi-factor, usernameless and passwordless authentication (WWPass MFA). Its benefits include:
No usernames or passwords to steal, reuse, or type
One authenticator for many connected services
A variety of form factors: mobile app, smart card, or USB/NFC token
Integration into virtually any web-based environment
Self-service key management
With the mobile app, no additional software needed on the access device
Can double as an encryption key for seamless client-side encryption
WWPass Keys are built on the same Java Card technology used in chip cards and mobile phone SIMs. Where traditional smart cards typically need a dedicated card for each system, one WWPass Key can replace most existing cards, keys, and username-password pairs.
2. Client-Side Encryption for User Data
Another must-have security feature in a DMS is client-side encryption: a data encryption method where only the end user holds the encryption keys. Even if a hacker gets access to the system, they can't view confidential information. Unlike server-side encryption, which often stores encryption keys on a server, client-side encryption makes the user responsible for encrypting data with their own key.
Server-side encryption | Client-side encryption | |
|---|---|---|
Who holds the keys | Often stored on the server, so admins can decrypt | Each user holds the key to their own data |
A rogue or compromised admin | Can steal or manipulate all the data they can access | Can't access data they don't hold keys for |
Mass compromise | One infiltration can expose everything | An attacker would need every user's key |
Client-side encryption gives the end user more confidence and control over how their data is used. It also limits the risk of attack, since even the DMS itself has no access to the keys. Server-side encryption is still more widely used among companies, but that leaves the risk of insider attacks and mass data compromise unaddressed.
With server-side encryption, a rogue employee who abuses trusted administrator permissions could steal or manipulate all the data they can access, and a loyal administrator's compromised access could be exploited by a third party without anyone noticing. With client-side encryption, a trusted admin can't reach sensitive data, because each user holds the unique key for their own. A hacker aiming for a mass compromise would need to steal every key from every individual user, which makes it far harder. That makes client-side encryption one of the most effective ways to make sure only the right people have access to sensitive information.
3. Zero-Trust Information Storage
Zero-trust information storage gives users secure storage without the business being able to access their data. It starts with client-side encryption, then goes a step further: encryption keys stay in users' hands, and the architecture also keeps the central system from knowing who the end users are when they log in. Businesses still need to know which employees have access to what information, but that can be handled through the organization's own non-technical administrative processes.
Consider it like issuing physical keys. When an employee inserts a key into a lock, the lock doesn't need to know that person's full name and contact information. It just needs to verify that the key is correct for that lock. Supervisors can still keep track of who they issued keys to.
Keeping personally identifying information out of the login process and off a centralized system adds another layer of security and reduces vulnerability to attacks. For example, if a data set is associated with an end user's name, a hacker knows who to target with a social engineering campaign. Without a name to associate it with, a hacker wouldn't know who to target.
For a buyer's checklist on how vendors describe these claims, see Client-Side vs Zero-Access Encryption: What Buyers Should Ask.
4. Hardware-Backed Encryption Key Storage
Hardware-backed encryption key storage means that all cryptographic operations and encryption key handling are performed by a separate, dedicated microchip called a secure element. It's like a smart card built right into a smart device. Cryptographic keys are stored on the secure element rather than in the device's main memory, which significantly reduces the risk of keys being compromised through software bugs.
Modern phones and computers increasingly include dedicated hardware for this, such as Apple's Secure Enclave.
5. Implementation Considerations
Businesses often approach security as a separate field that has little to do with their objectives, but protection should mirror performance requirements. When security is treated as the foundation of the business rather than a fence around it, it is more efficient and effective. The resulting solutions include security by default instead of as an afterthought, while security add-ons risk hindering business goals.
For DMS solutions, this matters even more. They are tools that let team members share, edit, and handle documents that directly affect the value a business delivers, so both convenience and security are paramount.
When selecting or setting up a DMS, business leaders should consider the unique needs of each part of the organization, then analyze how the proposed solution affects different teams and processes at every touchpoint. To be effective, the solution should use these capabilities and be tailored to the organization. For a step-by-step approach to the authentication piece, see How to Implement Passwordless Authentication.
Even the best solutions are subject to human error, so employee training is an important part of any DMS implementation. Users need to know how to get the most from the system's features, and they should understand the basics of the security underneath it.
FAQ
What is the most secure way to protect a document management system?
No single control does it alone. The strongest combination is passwordless authentication, client-side encryption, zero-trust information storage, hardware-backed key storage, and an implementation tailored to each team, backed by training.
What is client-side encryption in a DMS?
Only the end user holds the encryption keys, so even if an attacker gets into the system, or an administrator's access is compromised, they can't read data they don't hold keys for.
Why isn't email or SMS authentication enough for a DMS?
Email login is only as secure as the email account, and SMS codes are vulnerable to phone number takeover. Both also add steps that frustrate users.
Does GDPR require data protection by design for document management systems?
Article 25 requires organizations that process personal data to implement appropriate technical and organizational measures for data protection by design and by default. Whether a specific setup satisfies it is a question for your legal or compliance team.
What is hardware-backed key storage?
Encryption keys and cryptographic operations are handled by a dedicated chip called a secure element, not the device's main memory, which reduces the risk of keys being exposed through software bugs.
The Bottom Line
Information security doesn't need to be frustrating and inconvenient. When implemented correctly, it improves the user experience far beyond what most people are used to, while reducing vulnerability. That matters most for document management systems: without proper DMS security, a business owner can't be sure confidential data won't be compromised, stolen, or abused.
The most effective steps are strong usernameless and passwordless multi-factor authentication, client-side encryption for user data, zero-trust information storage, hardware-backed encryption key storage, and seamless, professional implementation.
If you want to improve the security of corporate accounts and protect your customers' confidential information, WWPass offers a range of cybersecurity solutions, including multi-factor authentication, client-side encryption, and more. Our security team can help strengthen your DMS security and support compliance with regulations such as GDPR. Contact us to discuss your project.
The five most effective ways to secure a document management system (DMS) are strong passwordless authentication, client-side encryption, zero-trust information storage, hardware-backed encryption key storage, and an implementation tailored to how your teams actually work. Done well, they strengthen security and make the system easier to use at the same time.
Protecting information is everyone's job, but many people get frustrated with it. Most of us have experienced the extra friction of the many security processes we encounter when handling data, whether for our own user accounts or as an employee managing sensitive business information.
Data protection is critical regardless. Policies around the world require companies to pay attention to information security for user and employee data, in order to prevent breaches that could affect people's lives and damage a business's reputation. For example, GDPR Article 25 requires organizations that process personal data to build in data protection by design and by default.
Users, whether employees or customers, are rightfully averse to the inconvenience of many security solutions used to meet policies like GDPR. But how compliance is achieved makes all the difference. If the right tools are used and implemented correctly, they can deliver strong security in a very convenient way.
Document management systems often process some of the most sensitive information a business has, so it's critical not just to achieve legal compliance, but to do so in a way that's easy for employees to use. Here are five tried-and-true ways to improve both security and convenience for your DMS software.
1. Strong Passwordless Customer Authentication
The average person juggles around 100 passwords, according to NordPass research, and none of us like dealing with that. The seemingly endless accounts are hard to keep track of, especially without reusing the same password for everything. Some accounts also require "strong" passwords with unwieldy requirements that are nearly impossible to remember.
Passwords cause so much frustration that a whole industry sprang up to help people manage login credentials. Solutions like PassHub aim to make managing hundreds of logins easy and secure. But people often make things harder on themselves with more "traditional" methods: reusing passwords, or writing them down where co-workers might find them. Combined with insider threats, these habits can lead to account compromises and data breaches.
Because of this, many businesses don't require complex passwords for corporate accounts. If they did, admins would spend more time resetting lost passwords than doing their jobs. Others use quarterly resets or overbearing requirements to make passwords stronger, but much more annoying. Even "strong" passwords do little to stop attacks, and with technology increasingly assisting hackers, password-protected accounts are getting easier to compromise.
A typical next step is traditional two-factor authentication. It has a reputation for strengthening security, but it is also increasingly vulnerable to hackers. It often adds a layer of inconvenience that frustrates users and leads them to look for ways around safety procedures instead of embracing them.
To reduce the risk of breaches, companies are actively considering passwordless authentication: a way to access an account that is stronger than a traditional username and password.
Traditional Passwordless Methods and Their Weak Points
Method | How it works | Main weakness |
|---|---|---|
Email-based | A secret one-time link is sent to your email | Anyone who gets into the email account gets into the DMS; adds extra steps to every login |
SMS-based | A one-time SMS or call delivers a code | Vulnerable to phone number takeover |
Smart cards | A physical card authenticates the user | Heavier logistics and cost, often one card per system |
Fingerprint and face recognition | Biometrics act as a "something you are" factor | Can fail in everyday conditions; raises questions about where biometric data is stored |
Email-based authentication. You receive a secret one-time link to access the system. It seems convenient, with no complex password to remember. But if someone else gets into your email account, your DMS account is compromised too. In corporate environments, employees usually keep email open on a phone or computer, which makes this approach less secure in everyday practice.
It also isn't fully passwordless, because email accounts are themselves protected by passwords. And it adds two steps to every login: stopping to open the email, then dealing with one more message in an inbox people already work hard to keep clean.
SMS-based authentication. A slight variation: the system sends a one-time SMS or a call to the user's phone, and entering the code grants access. Security professionals should keep in mind that SMS-based authentication is vulnerable to phone number takeover, which attackers often achieve through social engineering.
Smart cards. Smart card authentication is among the most secure and attack-resistant options, but it carries a heavier logistical requirement and cost. Traditional smart cards tend to be dedicated to individual accounts, so a different card is needed for each system. More accounts mean more cards, which means more money.
Fingerprint and face recognition. Both fall under the "something you are" category of authentication factors. They are typically used together with another factor rather than on their own. Their convenience comes from always being with you: an employee can forget an ID card or login credentials, but can't misplace a fingerprint or face.
Biometrics still have challenges. A burned finger, sweaty hands after the gym, or cold hands from outside can stop a fingerprint from registering, and shaving a beard can stop facial recognition from working. A PIN or password is usually needed as a backup for those situations.
Storage is the other consideration. A company could keep biometric data in a corporate database, but that creates a liability, since personal data must then be protected from server attacks. Many services outsource that liability to third parties like smartphone makers. When biometric data is stored on a user's phone, users and service providers alike depend on trusting the phone manufacturer.
For a side-by-side view of these and other approaches, see our comparison of eight passwordless technologies.
A Stronger Alternative: Usernameless and Passwordless Authentication
A secure, reliable alternative to usernames, passwords, and the approaches above is an authentication model built on two components: "something you have" as the first factor, and "something you know" or "something you are" as additional verification. With this model, a user gets one authenticator, a mobile app or token, and can securely access many applications.
At WWPass, we developed strong multi-factor, usernameless and passwordless authentication (WWPass MFA). Its benefits include:
No usernames or passwords to steal, reuse, or type
One authenticator for many connected services
A variety of form factors: mobile app, smart card, or USB/NFC token
Integration into virtually any web-based environment
Self-service key management
With the mobile app, no additional software needed on the access device
Can double as an encryption key for seamless client-side encryption
WWPass Keys are built on the same Java Card technology used in chip cards and mobile phone SIMs. Where traditional smart cards typically need a dedicated card for each system, one WWPass Key can replace most existing cards, keys, and username-password pairs.
2. Client-Side Encryption for User Data
Another must-have security feature in a DMS is client-side encryption: a data encryption method where only the end user holds the encryption keys. Even if a hacker gets access to the system, they can't view confidential information. Unlike server-side encryption, which often stores encryption keys on a server, client-side encryption makes the user responsible for encrypting data with their own key.
Server-side encryption | Client-side encryption | |
|---|---|---|
Who holds the keys | Often stored on the server, so admins can decrypt | Each user holds the key to their own data |
A rogue or compromised admin | Can steal or manipulate all the data they can access | Can't access data they don't hold keys for |
Mass compromise | One infiltration can expose everything | An attacker would need every user's key |
Client-side encryption gives the end user more confidence and control over how their data is used. It also limits the risk of attack, since even the DMS itself has no access to the keys. Server-side encryption is still more widely used among companies, but that leaves the risk of insider attacks and mass data compromise unaddressed.
With server-side encryption, a rogue employee who abuses trusted administrator permissions could steal or manipulate all the data they can access, and a loyal administrator's compromised access could be exploited by a third party without anyone noticing. With client-side encryption, a trusted admin can't reach sensitive data, because each user holds the unique key for their own. A hacker aiming for a mass compromise would need to steal every key from every individual user, which makes it far harder. That makes client-side encryption one of the most effective ways to make sure only the right people have access to sensitive information.
3. Zero-Trust Information Storage
Zero-trust information storage gives users secure storage without the business being able to access their data. It starts with client-side encryption, then goes a step further: encryption keys stay in users' hands, and the architecture also keeps the central system from knowing who the end users are when they log in. Businesses still need to know which employees have access to what information, but that can be handled through the organization's own non-technical administrative processes.
Consider it like issuing physical keys. When an employee inserts a key into a lock, the lock doesn't need to know that person's full name and contact information. It just needs to verify that the key is correct for that lock. Supervisors can still keep track of who they issued keys to.
Keeping personally identifying information out of the login process and off a centralized system adds another layer of security and reduces vulnerability to attacks. For example, if a data set is associated with an end user's name, a hacker knows who to target with a social engineering campaign. Without a name to associate it with, a hacker wouldn't know who to target.
For a buyer's checklist on how vendors describe these claims, see Client-Side vs Zero-Access Encryption: What Buyers Should Ask.
4. Hardware-Backed Encryption Key Storage
Hardware-backed encryption key storage means that all cryptographic operations and encryption key handling are performed by a separate, dedicated microchip called a secure element. It's like a smart card built right into a smart device. Cryptographic keys are stored on the secure element rather than in the device's main memory, which significantly reduces the risk of keys being compromised through software bugs.
Modern phones and computers increasingly include dedicated hardware for this, such as Apple's Secure Enclave.
5. Implementation Considerations
Businesses often approach security as a separate field that has little to do with their objectives, but protection should mirror performance requirements. When security is treated as the foundation of the business rather than a fence around it, it is more efficient and effective. The resulting solutions include security by default instead of as an afterthought, while security add-ons risk hindering business goals.
For DMS solutions, this matters even more. They are tools that let team members share, edit, and handle documents that directly affect the value a business delivers, so both convenience and security are paramount.
When selecting or setting up a DMS, business leaders should consider the unique needs of each part of the organization, then analyze how the proposed solution affects different teams and processes at every touchpoint. To be effective, the solution should use these capabilities and be tailored to the organization. For a step-by-step approach to the authentication piece, see How to Implement Passwordless Authentication.
Even the best solutions are subject to human error, so employee training is an important part of any DMS implementation. Users need to know how to get the most from the system's features, and they should understand the basics of the security underneath it.
FAQ
What is the most secure way to protect a document management system?
No single control does it alone. The strongest combination is passwordless authentication, client-side encryption, zero-trust information storage, hardware-backed key storage, and an implementation tailored to each team, backed by training.
What is client-side encryption in a DMS?
Only the end user holds the encryption keys, so even if an attacker gets into the system, or an administrator's access is compromised, they can't read data they don't hold keys for.
Why isn't email or SMS authentication enough for a DMS?
Email login is only as secure as the email account, and SMS codes are vulnerable to phone number takeover. Both also add steps that frustrate users.
Does GDPR require data protection by design for document management systems?
Article 25 requires organizations that process personal data to implement appropriate technical and organizational measures for data protection by design and by default. Whether a specific setup satisfies it is a question for your legal or compliance team.
What is hardware-backed key storage?
Encryption keys and cryptographic operations are handled by a dedicated chip called a secure element, not the device's main memory, which reduces the risk of keys being exposed through software bugs.
The Bottom Line
Information security doesn't need to be frustrating and inconvenient. When implemented correctly, it improves the user experience far beyond what most people are used to, while reducing vulnerability. That matters most for document management systems: without proper DMS security, a business owner can't be sure confidential data won't be compromised, stolen, or abused.
The most effective steps are strong usernameless and passwordless multi-factor authentication, client-side encryption for user data, zero-trust information storage, hardware-backed encryption key storage, and seamless, professional implementation.
If you want to improve the security of corporate accounts and protect your customers' confidential information, WWPass offers a range of cybersecurity solutions, including multi-factor authentication, client-side encryption, and more. Our security team can help strengthen your DMS security and support compliance with regulations such as GDPR. Contact us to discuss your project.
The five most effective ways to secure a document management system (DMS) are strong passwordless authentication, client-side encryption, zero-trust information storage, hardware-backed encryption key storage, and an implementation tailored to how your teams actually work. Done well, they strengthen security and make the system easier to use at the same time.
Protecting information is everyone's job, but many people get frustrated with it. Most of us have experienced the extra friction of the many security processes we encounter when handling data, whether for our own user accounts or as an employee managing sensitive business information.
Data protection is critical regardless. Policies around the world require companies to pay attention to information security for user and employee data, in order to prevent breaches that could affect people's lives and damage a business's reputation. For example, GDPR Article 25 requires organizations that process personal data to build in data protection by design and by default.
Users, whether employees or customers, are rightfully averse to the inconvenience of many security solutions used to meet policies like GDPR. But how compliance is achieved makes all the difference. If the right tools are used and implemented correctly, they can deliver strong security in a very convenient way.
Document management systems often process some of the most sensitive information a business has, so it's critical not just to achieve legal compliance, but to do so in a way that's easy for employees to use. Here are five tried-and-true ways to improve both security and convenience for your DMS software.
1. Strong Passwordless Customer Authentication
The average person juggles around 100 passwords, according to NordPass research, and none of us like dealing with that. The seemingly endless accounts are hard to keep track of, especially without reusing the same password for everything. Some accounts also require "strong" passwords with unwieldy requirements that are nearly impossible to remember.
Passwords cause so much frustration that a whole industry sprang up to help people manage login credentials. Solutions like PassHub aim to make managing hundreds of logins easy and secure. But people often make things harder on themselves with more "traditional" methods: reusing passwords, or writing them down where co-workers might find them. Combined with insider threats, these habits can lead to account compromises and data breaches.
Because of this, many businesses don't require complex passwords for corporate accounts. If they did, admins would spend more time resetting lost passwords than doing their jobs. Others use quarterly resets or overbearing requirements to make passwords stronger, but much more annoying. Even "strong" passwords do little to stop attacks, and with technology increasingly assisting hackers, password-protected accounts are getting easier to compromise.
A typical next step is traditional two-factor authentication. It has a reputation for strengthening security, but it is also increasingly vulnerable to hackers. It often adds a layer of inconvenience that frustrates users and leads them to look for ways around safety procedures instead of embracing them.
To reduce the risk of breaches, companies are actively considering passwordless authentication: a way to access an account that is stronger than a traditional username and password.
Traditional Passwordless Methods and Their Weak Points
Method | How it works | Main weakness |
|---|---|---|
Email-based | A secret one-time link is sent to your email | Anyone who gets into the email account gets into the DMS; adds extra steps to every login |
SMS-based | A one-time SMS or call delivers a code | Vulnerable to phone number takeover |
Smart cards | A physical card authenticates the user | Heavier logistics and cost, often one card per system |
Fingerprint and face recognition | Biometrics act as a "something you are" factor | Can fail in everyday conditions; raises questions about where biometric data is stored |
Email-based authentication. You receive a secret one-time link to access the system. It seems convenient, with no complex password to remember. But if someone else gets into your email account, your DMS account is compromised too. In corporate environments, employees usually keep email open on a phone or computer, which makes this approach less secure in everyday practice.
It also isn't fully passwordless, because email accounts are themselves protected by passwords. And it adds two steps to every login: stopping to open the email, then dealing with one more message in an inbox people already work hard to keep clean.
SMS-based authentication. A slight variation: the system sends a one-time SMS or a call to the user's phone, and entering the code grants access. Security professionals should keep in mind that SMS-based authentication is vulnerable to phone number takeover, which attackers often achieve through social engineering.
Smart cards. Smart card authentication is among the most secure and attack-resistant options, but it carries a heavier logistical requirement and cost. Traditional smart cards tend to be dedicated to individual accounts, so a different card is needed for each system. More accounts mean more cards, which means more money.
Fingerprint and face recognition. Both fall under the "something you are" category of authentication factors. They are typically used together with another factor rather than on their own. Their convenience comes from always being with you: an employee can forget an ID card or login credentials, but can't misplace a fingerprint or face.
Biometrics still have challenges. A burned finger, sweaty hands after the gym, or cold hands from outside can stop a fingerprint from registering, and shaving a beard can stop facial recognition from working. A PIN or password is usually needed as a backup for those situations.
Storage is the other consideration. A company could keep biometric data in a corporate database, but that creates a liability, since personal data must then be protected from server attacks. Many services outsource that liability to third parties like smartphone makers. When biometric data is stored on a user's phone, users and service providers alike depend on trusting the phone manufacturer.
For a side-by-side view of these and other approaches, see our comparison of eight passwordless technologies.
A Stronger Alternative: Usernameless and Passwordless Authentication
A secure, reliable alternative to usernames, passwords, and the approaches above is an authentication model built on two components: "something you have" as the first factor, and "something you know" or "something you are" as additional verification. With this model, a user gets one authenticator, a mobile app or token, and can securely access many applications.
At WWPass, we developed strong multi-factor, usernameless and passwordless authentication (WWPass MFA). Its benefits include:
No usernames or passwords to steal, reuse, or type
One authenticator for many connected services
A variety of form factors: mobile app, smart card, or USB/NFC token
Integration into virtually any web-based environment
Self-service key management
With the mobile app, no additional software needed on the access device
Can double as an encryption key for seamless client-side encryption
WWPass Keys are built on the same Java Card technology used in chip cards and mobile phone SIMs. Where traditional smart cards typically need a dedicated card for each system, one WWPass Key can replace most existing cards, keys, and username-password pairs.
2. Client-Side Encryption for User Data
Another must-have security feature in a DMS is client-side encryption: a data encryption method where only the end user holds the encryption keys. Even if a hacker gets access to the system, they can't view confidential information. Unlike server-side encryption, which often stores encryption keys on a server, client-side encryption makes the user responsible for encrypting data with their own key.
Server-side encryption | Client-side encryption | |
|---|---|---|
Who holds the keys | Often stored on the server, so admins can decrypt | Each user holds the key to their own data |
A rogue or compromised admin | Can steal or manipulate all the data they can access | Can't access data they don't hold keys for |
Mass compromise | One infiltration can expose everything | An attacker would need every user's key |
Client-side encryption gives the end user more confidence and control over how their data is used. It also limits the risk of attack, since even the DMS itself has no access to the keys. Server-side encryption is still more widely used among companies, but that leaves the risk of insider attacks and mass data compromise unaddressed.
With server-side encryption, a rogue employee who abuses trusted administrator permissions could steal or manipulate all the data they can access, and a loyal administrator's compromised access could be exploited by a third party without anyone noticing. With client-side encryption, a trusted admin can't reach sensitive data, because each user holds the unique key for their own. A hacker aiming for a mass compromise would need to steal every key from every individual user, which makes it far harder. That makes client-side encryption one of the most effective ways to make sure only the right people have access to sensitive information.
3. Zero-Trust Information Storage
Zero-trust information storage gives users secure storage without the business being able to access their data. It starts with client-side encryption, then goes a step further: encryption keys stay in users' hands, and the architecture also keeps the central system from knowing who the end users are when they log in. Businesses still need to know which employees have access to what information, but that can be handled through the organization's own non-technical administrative processes.
Consider it like issuing physical keys. When an employee inserts a key into a lock, the lock doesn't need to know that person's full name and contact information. It just needs to verify that the key is correct for that lock. Supervisors can still keep track of who they issued keys to.
Keeping personally identifying information out of the login process and off a centralized system adds another layer of security and reduces vulnerability to attacks. For example, if a data set is associated with an end user's name, a hacker knows who to target with a social engineering campaign. Without a name to associate it with, a hacker wouldn't know who to target.
For a buyer's checklist on how vendors describe these claims, see Client-Side vs Zero-Access Encryption: What Buyers Should Ask.
4. Hardware-Backed Encryption Key Storage
Hardware-backed encryption key storage means that all cryptographic operations and encryption key handling are performed by a separate, dedicated microchip called a secure element. It's like a smart card built right into a smart device. Cryptographic keys are stored on the secure element rather than in the device's main memory, which significantly reduces the risk of keys being compromised through software bugs.
Modern phones and computers increasingly include dedicated hardware for this, such as Apple's Secure Enclave.
5. Implementation Considerations
Businesses often approach security as a separate field that has little to do with their objectives, but protection should mirror performance requirements. When security is treated as the foundation of the business rather than a fence around it, it is more efficient and effective. The resulting solutions include security by default instead of as an afterthought, while security add-ons risk hindering business goals.
For DMS solutions, this matters even more. They are tools that let team members share, edit, and handle documents that directly affect the value a business delivers, so both convenience and security are paramount.
When selecting or setting up a DMS, business leaders should consider the unique needs of each part of the organization, then analyze how the proposed solution affects different teams and processes at every touchpoint. To be effective, the solution should use these capabilities and be tailored to the organization. For a step-by-step approach to the authentication piece, see How to Implement Passwordless Authentication.
Even the best solutions are subject to human error, so employee training is an important part of any DMS implementation. Users need to know how to get the most from the system's features, and they should understand the basics of the security underneath it.
FAQ
What is the most secure way to protect a document management system?
No single control does it alone. The strongest combination is passwordless authentication, client-side encryption, zero-trust information storage, hardware-backed key storage, and an implementation tailored to each team, backed by training.
What is client-side encryption in a DMS?
Only the end user holds the encryption keys, so even if an attacker gets into the system, or an administrator's access is compromised, they can't read data they don't hold keys for.
Why isn't email or SMS authentication enough for a DMS?
Email login is only as secure as the email account, and SMS codes are vulnerable to phone number takeover. Both also add steps that frustrate users.
Does GDPR require data protection by design for document management systems?
Article 25 requires organizations that process personal data to implement appropriate technical and organizational measures for data protection by design and by default. Whether a specific setup satisfies it is a question for your legal or compliance team.
What is hardware-backed key storage?
Encryption keys and cryptographic operations are handled by a dedicated chip called a secure element, not the device's main memory, which reduces the risk of keys being exposed through software bugs.
The Bottom Line
Information security doesn't need to be frustrating and inconvenient. When implemented correctly, it improves the user experience far beyond what most people are used to, while reducing vulnerability. That matters most for document management systems: without proper DMS security, a business owner can't be sure confidential data won't be compromised, stolen, or abused.
The most effective steps are strong usernameless and passwordless multi-factor authentication, client-side encryption for user data, zero-trust information storage, hardware-backed encryption key storage, and seamless, professional implementation.
If you want to improve the security of corporate accounts and protect your customers' confidential information, WWPass offers a range of cybersecurity solutions, including multi-factor authentication, client-side encryption, and more. Our security team can help strengthen your DMS security and support compliance with regulations such as GDPR. Contact us to discuss your project.
Get WWPass
Download the WWPass Key app and test authentication without a username or password.
Get WWPass
Download the WWPass Key app and test authentication without a username or password.
