Four Ways to Restrict Access to Electronic Documents
If your business handles sensitive information about employees and customers or keeps confidential documents on business accounts and deals, it is vital to restrict access to these files from view. Even if your employees are trustworthy and trained in security of documents it’s only a small mistake to cause serious consequences to be incurred. Here are four ways that will help you limit the access to documents stored electronically to avoid a breach.
The use of multi-factor or two-factor authentication protocols to access information is a method of stopping threat actors from viewing protected files. The additional security layer blocks them from stealing passwords and usernames to view confidential data. It also assists with compliance with laws like GDPR and HIPAA.
A requirement for an eSignature is a popular solution for companies who want to keep individuals who do not have permission from accessing private files. This lets businesses confirm the identity of an individual before they allow access to private information. It also ensures the highest level of security since any changes to documents can be easily detected.
Custom permissions can be used to boost security by allowing managers to control sensitive files being printed, copied and even opened. You can also restrict the kinds of changes the file can undergo, such as changing its text or design. The documents may also have an examine trail incorporated into them to enable administrators to keep track of activity and spot any unauthorised changes.
This can be accomplished by following the « clean desk policy » which ensures that all documents and papers are safely secured or locked away when an employee quits their desk. This can be accomplished by applying the « clean desk policy » which assures that all papers and documents are secured or protected by passwords when employees leave their desks and all devices, regardless of whether it’s a laptop, desktop computer or smartphone are cleared of any data prior to when they are turned off or removed.