It is essential to limit access to sensitive files and documents in the event that your company keeps private information about deals or accounts, or if it handles sensitive employee and client information. Even if employees are reliable and proficient in security of documents just one small error for severe consequences to follow. Here are four ways to limit access to documents on electronic devices to prevent a security breach.
Using two-factor or multi-factor authentication protocols to access data is an effective way to stop threat actors from viewing protected files. The additional security layer stops them from stealing passwords and usernames to access confidential information. It also helps to comply with regulations such as GDPR and HIPAA.
Requiring eSignatures is another solution that businesses employ to prevent access to individuals who do not have permission. This lets businesses verify the identity of an individual before allowing them to access private information. This also ensures maximum security as any changes to documents can be identified.
Custom permissions can be used to improve security by allowing managers to manage sensitive files being printed, copied or opened. Restrictions can be placed on the kinds of changes that a document can undergo including changing text or design. Examine trails can also be added to these documents, allowing administrators to keep track of activities and identify any unauthorised modifications made.
It’s also important to ensure that everyone in the office is aware of the importance of keeping information safe, both paper and digital files. This can be accomplished by following the “clean desk policy” which ensures that all papers and documents are securely locked away or password protected when employees leave their desks and all devices, whether it’s a desktop computer, laptop or smartphone are cleared of any personal information prior to when they are shut off or disposed of.
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