If your company handles sensitive information about employees and customers or keeps confidential documents on business accounts and deals, it is vital to restrict access to these files from prying eyes. Even if your employees are well-trained and dependable, a tiny error could have devastating consequences. Here are four tips to help you limit the access to electronic documents to prevent a security breach.
It is possible to stop hackers from gaining access to protected files by using two-factor or multi-factor authentication protocols. The additional security layer stops them from stealing passwords and usernames to access confidential data. It also assists with compliance with laws like GDPR and HIPAA.
Requiring an eSignature is another preferred option for businesses who wish to keep individuals who do not have permission out of private data. This lets businesses confirm the identity of an individual before they allow access to private information. It also guarantees maximum security because any changes to documents are able to be spotted.
Increased levels of security can be achieved by using custom permissions which permit managers to control how sensitive files are printed or opened, as well as copied. You can also restrict the kinds of changes files can undergo, such as changing its text or design. They can also have an examine trail added to them to allow administrators to monitor the activity and find any changes that are not authorized.
This can be accomplished by making sure that you enforce the “clean desk policy” which ensures that all documents and papers are securely secured and locked away when an employee goes away from their desk. This can be accomplished by enforcing a “clean desk” policy, which guarantees all papers and documents are secured by passwords or locked away each time an employee leaves their workstation. All devices, like laptops, desktop computers and smartphones, are also cleaned of any data prior to when they are turned on or removed.