Four Ways to Restrict Access to Electronic Documents
It is crucial to restrict access to sensitive files and documents when your company has confidential information about business accounts or deals, or handles sensitive employee and client information. Even if your employees are trustworthy and proficient on security of documents It only takes one small error for severe consequences to be incurred. Here are four ways that will help you limit the access to documents stored electronically to prevent a breach.
The use of multi-factor or two-factor authentication protocols to gain access to the data is a good way of stopping hackers from gaining access to protected files. The additional layer of protection prevents them from getting usernames and passwords stolen to access confidential information. It also assists in complying with laws like GDPR and HIPAA.
The requirement for eSignatures is a popular option for companies who want to keep those who don’t have permission from accessing private files. This allows businesses to verify the identity of a person prior to giving them access to private information. It also ensures the highest level of security for documents, as any modifications can be spotted.
Custom permissions can be used to enhance security by allowing managers to control sensitive files being printed, copied, and opened. You can also restrict the kinds of changes the file can undergo, such as changing its design or text. An examine trail may be added to these documents to allow administrators to monitor the activities and identify any unauthorised modifications made.
This can be done by applying the „clean desk policy“ which ensures that all papers and documents are safely protected by passwords or locked away when an employee quits their desk. This can be accomplished by enforcing a „clean desk“ policy, which ensures all documents and papers are locked away or protected by passwords when a worker quits their workstation. All devices, including laptops, desktop computers and smartphones, are also cleared of all data before they are turned off or taken away.