If your company handles sensitive information about customers and employees or maintains confidential documents on business accounts or deals it’s crucial to restrict access to these files from the eyes of anyone else. Even when your employees are well-trained and trustworthy, a minor mistake can have serious consequences. Here are four tips to help you restrict access to electronic documents to prevent a security breach.
Utilizing multi-factor or two-factor authentication protocols to gain access to data is a reliable method to stop threat actors from viewing protected files. The additional layer of protection protects users from the possibility of taking usernames and passwords to access confidential data. It also helps in ensuring compliance with laws such as GDPR and HIPAA.
E-signatures are another method that businesses use to prevent access to individuals who do not have permission. This allows businesses to verify the identity of an individual prior allowing them access to private information. It also provides the best security for documents, as any changes can be detected.
Higher levels of security can be achieved by utilizing custom permissions that allow administrators to control how sensitive documents are printed or opened, as well as copied. Limitations can be imposed on the types of modifications the file is subject to such as changing text or designs. They can also have an examine trail incorporated into them to permit administrators to monitor activity and find any changes that are not authorized.
This can be done by enforcing the “clean desk policy” which ensures that all documents and papers are safely locked away or password protected when an employee leaves their desk. This can be accomplished by enforcing the “clean desk” policy, which guarantees all documents and papers are secured by passwords or locked away when a worker is away from their desk. All devices, including desktop computers, laptops or smartphones are also cleared of any information before they are powered off or disposed.