It is crucial to restrict access to sensitive documents and files If your business has confidential information about deals or accounts, or handles sensitive employee and customer data. Even if employees are reliable and trained in security of documents It only takes one small mistake to cause serious consequences to follow. Here are four tips that will help you limit the access to electronic documents to avoid a breach.
Using two-factor or multi-factor authentication protocols to access data is an effective way to stop criminals from viewing protected files. The additional layer of security keeps them from using stolen usernames and passwords to access confidential data. It also helps with compliance with regulations like GDPR and HIPAA.
The requirement of eSignatures is a different method that businesses employ to prevent access to individuals who are not authorized. This allows businesses to confirm the identity of a person prior to giving them access rights to private information. It also provides the best security for documents as changes can be detected.
Custom permissions can be used to boost security by allowing managers to regulate sensitive files that are printed, copied and opened. There are restrictions on the kind of changes a file can undergo too such as changing text or design. A examine trail can also be added to these documents to allow administrators to monitor activities and spot any illegal modifications made.
It’s also important to make sure that everyone in the office is aware of the importance of keeping information safe including paper and digital files. This can be accomplished by enforcing a „clean desk“ policy, which guarantees all papers and documents are locked away or password-protected after an employee leaves their workstation. All devices, like laptops, desktop computers and smartphones, are also cleaned of all data prior to when they are turned on or taken away.