Four Ways to Restrict Access to Electronic Documents

It is essential to limit access to sensitive documents and files if your company maintains confidential information about transactions or business accounts or handles sensitive customer and employee information. Even if employees are reliable and proficient on security of documents It only takes one small slip-up for serious consequences to follow. Here are four tips to help you limit the access to electronic documents to avoid a breach.

It is possible to block threat actors from accessing protected files by utilizing two-factor or multi-factor authentication protocols. The additional layer of protection protects users from the possibility of taking usernames and passwords to view confidential information. It also helps with compliance with regulations like GDPR and HIPAA.

Requiring an eSignature is another popular option for companies who want to keep those who don’t have permission out of private data. This allows businesses to verify an individual’s identity prior to allowing them access to private data and guarantees maximum security for documents since any changes can be detected.

The security level can be achieved by utilizing custom permissions that permit managers to control how sensitive documents are printed, opened and copied. Limitations can be imposed on the kinds of changes that a file may undergo including changing text or design. They can also have an examine trail added to them to enable administrators to keep track of activity and detect any unauthorized changes.

It’s also important to make sure that everyone in the office is aware of the importance of keeping data secure whether it’s paper or digital files. This can be achieved by enforcing a “clean desk” policy, which guarantees all documents and papers are secured by passwords or locked away each time an employee quits their workstation. All devices, such as laptops, desktop computers and smartphones, are also cleaned of all data prior to when they are powered off or removed.

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