Four Ways to Restrict Access to Electronic Documents

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If your business handles sensitive information about employees and customers or confidential documents on business accounts or deals it is crucial to block access to these files from prying eyes. Even if your employees are trustworthy and trained in document security just one tiny mistake for serious consequences to be incurred. Here are four tips to restrict access to documents to avoid a security breach.

Using two-factor or multi-factor authentication protocols to access data is a reliable method of stopping threat actors from viewing protected files. The additional security layer stops them from stealing usernames and passwords to access confidential information. It also assists with compliance with regulations like GDPR and HIPAA.

Requiring eSignatures is another solution that companies employ to protect themselves from people who don’t have permission. This allows businesses verify the identity of a person before they allow access to private information. It also guarantees maximum security because any changes to documents can be easily detected.

The security level can be achieved by using custom permissions that allow administrators to control how sensitive documents are printed or opened, as well as copied. The restrictions can be placed on the types of modifications the file is subject to such as changing text or designs. Examine trails can also be added to these documents to permit administrators to monitor the activities and detect any unauthorized modifications made.

This can be accomplished 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 implementing an “clean desk” policy, which ensures all documents and papers are locked away or protected by passwords after an employee leaves their workstation. All devices, such as laptops, desktop computers or smartphones, are cleared of any information before they are turned off or taken away.