Four Ways to Restrict Access to Electronic Documents

It is important to limit access to sensitive files and documents when your company has private information about deals or business accounts, or handles sensitive employee and client data. Even if your employees are reliable and proficient in security of documents it’s only a small error for severe consequences to be incurred. Here are four strategies to help you restrict access to electronic documents to avoid a security breach.

It is possible to block threat actors from accessing protected files using two-factor or multiple-factor authentication methods. The additional layer of security stops them from getting usernames and passwords stolen to view confidential information. It also assists with compliance with laws such as GDPR and HIPAA.

E-signatures are another method that companies employ to protect themselves from people who are not authorized. This allows businesses to verify the identity of a person prior to allowing them access to private information. It also ensures the highest level of security for documents as changes are able to be identified.

The security level can be achieved by utilizing custom permissions that allow administrators to control how sensitive files are printed or opened. They can also control how they are copied, edited and printed. There are restrictions on the kind of changes the file is subject to, like https://vdr-soft.net/how-to-sign-a-nda-online altering text or designs. These documents can also have an examine trail added to them to allow administrators to monitor the activity and detect any unauthorized changes.

It’s also essential to ensure that everyone in the office is aware of the importance of keeping information secure, both paper and digital files. This can be achieved by implementing the “clean desk” policy, which ensures all documents and papers are secured with passwords after an employee leaves their workstation. All devices, including laptops, desktop computers or smartphones, are cleared of all data prior to when they are turned on or disposed.