It is important to limit access to sensitive documents and files in the event that your company keeps confidential information about deals or accounts, or handles sensitive employee and customer information. Even if your employees are well-trained and dependable, a tiny mistake can have serious consequences. Here are four ways that will help you restrict the access to documents stored electronically to prevent a breach.
It is possible to stop hackers from gaining access to protected files with two-factor and multiple-factor authentication protocols. The additional layer of protection protects users from the possibility of stealing usernames and passwords to access confidential data. It also aids in compliance with laws like GDPR and HIPAA.
An eSignature requirement is another popular option for businesses that are keen to keep anyone who is not authorized from accessing confidential files. This allows businesses to verify the identity of an individual before they allow access to private information. It also ensures maximum security as any changes to documents can be detected.
Custom permissions can be used to enhance security by allowing managers to control sensitive files that are printed, copied and opened. You can also limit the types of modifications files can undergo, like changing its design or text. An examine trail may be added to these documents to allow administrators to keep track of activities and spot any illegal modifications made.
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 done by enforcing the “clean desk policy” which assures that all papers and documents are safely secured with a password when employees leave their desks and all devices, whether it’s laptop, desktop computer or smartphone, are cleared of any information before they are shut off or taken away.