If your company handles sensitive information about customers and employees or maintains 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 well-trained in document security it’s only a small mistake to cause serious consequences to be incurred. Here are four strategies that will help you limit the access to documents stored electronically to prevent a security breach.
It is possible to stop threat actors from accessing protected files by utilizing two-factor or multiple-factor authentication protocols. The additional layer of security prevents them from stealing passwords and usernames to view confidential data. It also helps with compliance with laws such as GDPR and HIPAA.
Requiring eSignatures is another solution that companies employ to prevent access to individuals who do not have permission. This allows businesses verify the identity of an individual before giving them access to private information. It also guarantees maximum security as any modifications to documents are able to be spotted.
Custom permissions can be used to boost security by allowing managers to control sensitive files being printed, copied and even opened. There are restrictions on the kinds of changes the file is subject to such as changing text or design. They can also have an examine trail incorporated into them to permit administrators to monitor the activity and identify any unauthorised changes.
It’s also essential to ensure that everyone in the office is aware of the importance of keeping data safe whether it’s paper or digital files. This can be accomplished by implementing the “clean desk” policy, which guarantees all papers and documents are locked away or protected by passwords when a worker quits their workstation. All devices, like desktop computers, laptops or smartphones are also cleared of all data before they are turned on or removed.
