If your business handles sensitive information regarding employees and customers or keeps confidential documents on business accounts or deals it’s crucial to restrict access to these files from prying eyes. Even when your employees are well-trained and trustworthy, a small error could have devastating consequences. Here are four ways that will help you restrict the access to electronic documents to avoid a breach.
Utilizing multi-factor or two factor authentication protocols to gain access to information is a method of stopping attackers from accessing protected files. The extra security layer prevents them from stealing usernames and passwords to view confidential data. It also assists in complying with regulations like GDPR and HIPAA.
Requiring eSignatures is another solution that companies employ to protect themselves from people who are not authorized. This allows businesses to verify an individual’s identity prior to allowing them access to private data and guarantees maximum security for documents, as any modifications can be detected.
The security level can be achieved through custom permissions that allow administrators to control how sensitive files are printed open, copied and opened. You can also limit the kinds of changes a file may undergo, such as changing its design or text. They can also have an examine trail added to them to allow administrators to monitor the activity and identify any unauthorised changes.
It’s also crucial to make sure that everyone in the office is aware of the importance of keeping data safe, both paper and digital files. This can be accomplished by making sure that you enforce the “clean desk policy” which ensures that all papers and documents are securely secured or protected by passwords when employees leave their desks and all devices, whether it’s a desktop computer, laptop or smartphone, are cleared of any information before they are turned off or destroyed.
