If your company handles sensitive information regarding customers and employees or maintains confidential documents on business accounts and deals it’s crucial to restrict access to these files from prying eyes. Even if your employees are trustworthy and trained on security of documents just one small error for severe consequences to be incurred. Here are four strategies that will help you restrict the access to documents stored electronically to avoid a breach.
Using two-factor or multi-factor authentication protocols to gain access to information is a method to prevent attackers from accessing protected files. The additional security layer blocks them from stealing passwords and usernames to access confidential information. It also helps in ensuring compliance with laws like GDPR and HIPAA.
An eSignature requirement is another popular option for businesses who want to keep those who don’t have permission out of private files. This allows businesses to confirm an individual’s identity prior to giving them access rights to private information. It also provides the best security for documents since any modifications can be spotted.
Custom permissions can be used to boost security by allowing managers to control sensitive files that are printed, copied or opened. Limitations can be imposed on the kind of changes a file can undergo too such as changing text or designs. An examine trail may be added to these documents to allow administrators to monitor activities and detect any unauthorized modifications made.
It’s also important to make sure that everyone in the office is aware of the importance of keeping information safe including paper and digital files. This can be achieved by implementing the “clean desk” policy, which ensures that all documents and papers are locked away or password-protected when an employee quits their workstation. All devices, including laptops, desktop computers or smartphones, are cleared of all data prior to when they are turned on or disposed.
