Document processing tools handle some of the most sensitive data in an organization: financial records, medical files, legal agreements, personal information. Security is foundational. When that data passes through AI for conversion and extraction, the security of the platform matters just as much as the accuracy of the output.
Yet most teams evaluate document processing tools on features and price, treating security as an afterthought. This is a mistake that gets more expensive the longer you wait to fix it.
Authentication: the first layer
The most basic question: how do users prove they are who they say they are?
PaperAI supports three authentication methods:
Email and password — Standard registration with email verification. New accounts require clicking a confirmation link before access is granted. Passwords are validated against strength requirements during registration and changes.
Google OAuth — Single-click sign-in with a Google account. Reduces password fatigue and leverages Google's own security infrastructure. Users can link a Google account to an existing email/password account for convenience.
Two-factor authentication (2FA) — TOTP-based second factor using any authenticator app (Google Authenticator, Authy, 1Password). After entering a password, users must provide a time-based code from their authenticator app. This stops credential stuffing attacks where a leaked password would otherwise grant access.
2FA is optional per user, but for organizations handling sensitive documents — medical records, financial data, legal files — it should be required by policy even if the platform does not enforce it.
Role-based access control
Not everyone on a team needs the same level of access. PaperAI uses a three-role system within each organization:
Member — Can upload documents, run conversions, review and approve output, create and use Flows, and export data. Cannot invite team members, change roles, or modify organization settings.
Admin — Everything a Member can do, plus: invite and remove team members, change roles, access billing and subscription settings, configure processing defaults, and delete the organization.
Owner — Same permissions as Admin. The person who creates the organization is the initial Owner.
This matters for two reasons:
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Least privilege. A team member who only needs to process invoices should not have access to billing settings or the ability to invite external users. Role separation limits the blast radius of a compromised account.
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Accountability. When you know who can do what, you can track who did what. If a document is approved or deleted, the action is tied to a specific user with a specific role.
Multi-tenant isolation
PaperAI is multi-tenant: multiple organizations share the platform, but their data is completely isolated. Every database query filters by organization ID. Documents, Flows, credits, and settings in Organization A are invisible to Organization B, even if the same user belongs to both.
This is critical for:
- Agencies processing documents for multiple clients
- Enterprises with separate departments that should not see each other's data
- Consultants working across engagements
A user who belongs to two organizations can switch between them, but data never leaks across the boundary.
Session management
Active session management lets users see every device and browser where their account is signed in. Each session shows the user agent and IP address.
Users can revoke any session except their current one, immediately signing out that device. When changing a password, users can optionally revoke all other sessions at once — useful if you suspect an account has been compromised.
For organizations with strict security policies, this is essential. If an employee's laptop is stolen, they can revoke the session from another device rather than waiting for an admin to take action.
What this means for compliance
While PaperAI does not hold specific compliance certifications, its security features align with common requirements:
- Authentication controls (email verification, 2FA) satisfy access control requirements in SOC 2, HIPAA, and ISO 27001
- Role-based access demonstrates least-privilege enforcement
- Session management provides auditability for access reviews
- Tenant isolation prevents data leakage between organizational units
- Version history creates an audit trail for document changes
For organizations subject to regulatory requirements, these controls form the foundation of a compliant document processing workflow. The next step is implementing internal policies that leverage these controls — requiring 2FA for all users, limiting admin access to a small group, and reviewing active sessions regularly. Strong document governance builds on these foundations.
Practical steps
If you are setting up PaperAI for a team that handles sensitive documents:
- Require 2FA for all team members (enforce this via policy)
- Use the minimum necessary role for each person — most users should be Members
- Create separate organizations for separate clients or projects that should not see each other's data
- Review active sessions periodically, especially after staff changes
- Set strong passwords or connect via Google OAuth to leverage Google's security
Security is not a feature you enable once and forget. It is a set of practices that compound over time. The platform provides the controls; your team decides how strictly to use them.
For an industry-specific perspective on document security, see document digitization in healthcare.
Related resources
- Security overview — encryption, tenant isolation, and authentication details
- Document governance with AI — audit trails, version history, and compliance controls
- Pricing plans — see which plans include role-based access and team features