If your business handles sensitive information about employees and customers or confidential documents on business accounts or deals it is essential to limit access to the files from scrutiny. Even when your employees are well-trained and trustworthy, a small mistake could result in severe consequences. Here are four tips to help you restrict access to documents to prevent a security breach.
Utilizing multi-factor or two-factor authentication protocols to gain access to information is a method of stopping criminals from viewing protected files. The extra layer of security stops them from stealing usernames and passwords to access confidential data. It also helps with compliance with regulations like GDPR and HIPAA.
Requiring an eSignature is another popular option for businesses who want to keep individuals who do not have permission from accessing confidential files. This lets businesses verify the identity of an individual before allowing them to access private information. It also provides the highest level of security since any changes to documents can be detected.
Security enhancements can be achieved by utilizing customized permissions that allow managers to control the way sensitive files are printed or opened, as well as copied. You can also restrict the kinds of changes files can undergo, like changing its text or design. The documents may also have an examine trail incorporated into them to enable administrators to monitor the activity and spot any unauthorised changes.
It’s also essential to ensure that everyone in the office is aware of the importance of keeping data safe in both digital and paper files. This can be done by following the “clean desk policy” which assures that all papers and documents are safely locked away or password protected when employees leave their desks and all devices, whether it’s laptop, desktop computer or smartphone, are cleared of any data before they are shut off or disposed of.