If your company handles sensitive information about employees and customers, or has confidential documents on business accounts and deals it’s crucial to restrict access to the files from scrutiny. Even if your employees are trustworthy and trained in security of documents, it only takes one tiny mistake for serious consequences to follow. Here are four methods to help you limit the access to digital documents to prevent a breach.
Utilizing multi-factor or two-factor authentication protocols to gain access to data is a reliable method to prevent hackers from gaining access to protected files. The additional layer of protection prevents them from getting usernames and passwords stolen to access confidential data. It also assists in complying with laws such as GDPR and HIPAA.
The requirement of eSignatures is a different method that businesses use to prevent access to individuals who are not authorized. This lets businesses confirm the identity of a person before giving them access to confidential information. It also provides maximum security because any changes to documents can be easily detected.
The security level can be obtained by using custom permissions that permit managers to control how sensitive files are printed or opened, as well as copied. Limitations can be imposed on the kind of changes that a document can undergo, like altering text or designs. The documents may also have an examine trail incorporated into them to permit administrators to monitor the activity and find any changes that are not authorized.
It’s also essential to ensure that everyone in the office is aware of the importance of keeping data safe including paper and digital files. This can be achieved by enforcing a “clean desk” policy that ensures all documents and papers are locked away or protected by passwords when an employee is away from their desk. All devices, including laptops, desktop computers and smartphones, are also cleared of any data prior to when they are turned off or removed.