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How to Prevent Ransomware with a Document Management Software like OpenKM

Written by Ana Canteli on 16 April 2025

Ransomware is one of the most serious threats organizations face today. This type of malicious software hijacks corporate data by encrypting critical files and demanding a ransom for their release. The impact can be devastating: loss of operations, reputational damage, regulatory penalties, and of course, the potential obligation to pay the ransom.

In this context, having a document management software like OpenKM becomes a key component of any ransomware protection strategy. It not only helps prevent attacks but also ensures information security, traceability, and availability in an efficient and centralized way.

What is OpenKM, and why is it crucial against ransomware?

OpenKM is an advanced document management solution that allows organizations to control, organize, and protect all digital documents and files. Its focus on data security, traceability, and access control makes it a trusted environment for any organization seeking to reduce its attack surface against data hijacking.

By implementing OpenKM, companies gain access to a secure environment with essential features to detect, prevent, and respond to potential security incidents, such as ransomware attacks.

OpenKM features that help prevent ransomware

1. Advanced access controls

OpenKM includes a robust system of access controls and access management, allowing precise definition of which users or groups can view, edit, download, or delete each document. This protects sensitive information and personal data from unauthorized access, even in collaborative environments.

2. Audit and continuous monitoring

All actions performed on documents are logged. OpenKM’s continuous monitoring capabilities make it possible to identify suspicious patterns, facilitating early detection of threats such as identity spoofing or unauthorized changes caused by malicious files.

3. Integration with security tools

Thanks to its open and modular architecture, OpenKM can be easily integrated with existing security software: antivirus, firewalls, endpoint security systems, and cloud security solutions. This technology alliance ensures a more comprehensive protection against ransomware.

4. Automated backups

OpenKM simplifies the setup of scheduled and automatic backups, which are crucial for data recovery in the event of an attack. Having encrypted file replicas stored in protected environments avoids reliance on cybercriminals and eliminates the need to pay a ransom.

5. Compatibility with operating systems and devices

OpenKM is compatible with various operating systems (including Windows, GNU/Linux, macOS, and Unix) and allows secure access from any mobile device, computer, or web browser. Additionally, access can be configured to block insecure connections, such as public Wi-Fi use.

Best practices to complement OpenKM use

While OpenKM provides multiple layers of protection against ransomware, it should be combined with other key actions to strengthen enterprise cybersecurity:

• Staff training: Through webinars and awareness sessions on social engineering and risks such as clicking unsafe links or opening dangerous attachments.
• Regular updates: Keeping operating systems and applications up to date to close known vulnerabilities.
• Clear security policies: Establishing rules to limit the use of unauthorized cloud storage or access from unsecured networks.
• Zero Trust model: Trusting only verified users and devices, even within the internal network.

Use cases: who benefits from OpenKM?

Organizations of all sizes can benefit from OpenKM, especially:

• Small and medium-sized businesses that need an affordable yet robust solution to protect their data from growing cyber threats.
• Sectors like retail, which handle a high volume of sensitive data, such as customer and payment information.
• Public institutions or regulated companies that must comply with data sovereignty standards and maintain full control over sensitive information.

The strategic value of OpenKM against ransomware

The value of OpenKM goes beyond protection. It also enables organizations to:

• Streamline document-related processes
• Ensure documentation integrity and traceability
• Have rapid data recovery mechanisms after a security incident
• Build a cybersecurity culture based on evidence and best practices
• Connect to the OpenKM partner portal for expanded functionality and support

All this positions OpenKM as a comprehensive solution that not only helps prevent ransomware attacks but also strengthens operational resilience across the organization.

Ransomware attacks are a real and ongoing threat. Cybercriminals often exploit human, technical, and organizational vulnerabilities to infiltrate networks and encrypt the most valuable data.

Having a document management software like OpenKM is much more than an organizational tool—it’s a key protective measure that empowers organizations to secure their files, maintain control of critical data, and ensure business continuity even in the worst-case scenario.

If you would like to learn how OpenKM protects your organization’s data against ransomware, feel free to contact our team for the latest updates on cloud security and document security operations.