It is essential to limit access to sensitive documents and files when your company has confidential information regarding deals or business accounts, or if it handles sensitive employee and client information. Even if employees are reliable and trained in security of documents, it only takes one small error for severe consequences to be incurred. Here are four ways that can help you limit the access to digital documents to avoid a breach.
The use of multi-factor or two-factor authentication protocols to gain access to data is a reliable method to prevent attackers from accessing protected files. The additional security layer blocks them from stealing passwords and usernames to view confidential data. It also aids in compliance with laws like GDPR and HIPAA.
The requirement for eSignatures is a popular option for companies that are keen to keep individuals who do not have permission out of private files. This allows businesses verify the identity of a person before they allow access to private information. It also provides maximum security as any modifications to documents can be detected.
Increased levels of security can be achieved by utilizing custom permissions that permit managers to control the way sensitive files are printed, opened and copied. You can also restrict the types of changes that a file may undergo, for example, changing its text or design. These documents can also be equipped with an examine trail added to them to permit administrators to track activity and find any changes that are not authorized.
It’s also essential to make sure that everyone in the office is aware of the importance of keeping data safe including paper and digital files. This can be accomplished by making sure that you enforce the “clean desk policy” which ensures that all papers and documents are secured by a password when an employee leaves their desk and all devices, regardless of whether it’s a desktop computer, laptop or smartphone, are cleaned of any data before they are turned off or disposed of.
