It is important to limit access to sensitive files and documents when your company has private information about deals or accounts, or if it handles sensitive employee and client information. Even deals space software if employees are trustworthy and proficient on security of documents it’s only a 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.
The use of multi-factor or two-factor authentication protocols to gain access to the data is a good way to prevent threat actors from viewing protected files. The additional security layer blocks them from stealing passwords and usernames to access confidential data. It also assists with compliance with laws such as GDPR and HIPAA.
Requiring eSignatures is another solution that companies use to prevent access to individuals who do not have permission. This lets businesses verify the identity of an individual before giving them access to confidential information. It also ensures maximum security as any modifications to documents are able to be spotted.
Custom permissions can be used to improve security by allowing managers to regulate sensitive files that are printed, copied and even opened. You can also restrict the kinds of changes files can undergo, like changing its text or design. They can also have an examine trail incorporated into them, allowing administrators to monitor 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 in both digital and paper files. This can be accomplished by following the “clean desk policy” which ensures that all paper and documents are secured or protected by passwords when an employee leaves their desk and all devices, whether it’s a desktop computer, laptop or smartphone are cleared of any information before they are turned off or destroyed.
