Four Ways to Restrict Access to Electronic Documents
If your business handles sensitive information about customers and employees or maintains confidential documents on business accounts or deals it is essential to limit access to these files from prying eyes. Even even if your employees are trained and reliable, a slight mistake could result in severe consequences. Here are four ways to help you limit access to documents on electronic devices to prevent a security breach.
It is possible to stop threat actors from accessing protected files by utilizing two-factor and multiple-factor authentication protocols. The extra security layer prevents them from stealing passwords and usernames to view confidential data. It also assists in complying with regulations such as 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 verify the identity of an individual before giving them access to private information. It also ensures maximum security as any modifications to documents can be identified.
Custom permissions can be used to improve security by allowing managers to regulate sensitive files being printed, copied and even opened. You can also restrict the kind of changes the file can undergo, for example, changing its design or text. These documents can also be equipped with an examine trail added to them to permit administrators to track activity and identify any unauthorised changes.
It’s also important to ensure that everyone in the office is aware of the importance of keeping data secure in both digital and paper files. This can be accomplished by enforcing the “clean desk policy” which ensures that all documents and documents are securely locked away or password protected when employees leave their desks and all devices, whether it’s laptop, desktop computer or smartphone, are cleaned of any data prior to when they are turned off or disposed of.