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If your business handles sensitive information about customers and employees or maintains confidential documents on business accounts or deals it is crucial to block access to the files from scrutiny. Even if employees are reliable and proficient in security of documents, it only takes one small error for severe consequences to follow. Here are four ways that can help you limit the access to electronic documents in order to prevent a breach.
The use of multi-factor or two-factor authentication protocols to gain access to the data is a good way to stop criminals from viewing protected files. The additional security layer stops them from stealing passwords and usernames to access confidential information. It also helps in ensuring compliance with regulations like GDPR and HIPAA.
The requirement for eSignatures is a popular option for businesses who want to keep individuals who do not have permission from accessing private files. This lets businesses verify the identity of an individual prior to giving them access to private information. It also ensures maximum security as any changes to documents can be identified.
Higher levels of security can be achieved by using custom permissions that permit managers to control the way sensitive files are printed, opened and copied. Restrictions can be placed on the kind of changes the file is subject to such as changing text or design. These documents can also be equipped with an examine trail added to them to allow administrators to monitor the activity and identify any unauthorised changes.
This can be accomplished by applying the “clean desk policy” which ensures that all documents and papers are securely secured or locked away when an employee quits their desk. This can be achieved by enforcing an “clean desk” policy, which ensures all papers and documents are secured by passwords or locked away each time an employee leaves their workstation. All devices, including laptops, desktop computers and smartphones, are cleared of any information before they are turned off or taken away.
