It is important to limit access to sensitive documents and files if your company maintains confidential information about deals or accounts, or if it handles sensitive employee and customer information. Even the employees are well-trained and dependable, a tiny mistake can have serious consequences. Here are four tips that will help you limit the access to digital documents to avoid a breach.
Utilizing multi-factor or two-factor authentication protocols to gain access to data is an effective way to stop attackers from accessing protected files. The additional security layer blocks them from stealing passwords and usernames to access confidential data. It also aids in compliance with laws like GDPR and HIPAA.
The requirement of eSignatures is a different method that companies use to keep out people who don’t have permission. This allows businesses to confirm the identity of an individual prior to giving them access to private information. It also ensures the highest level of security for documents as modifications can be spotted.
The security level can be obtained by using custom permissions that permit managers to control how sensitive documents are printed open, copied and opened. You can also restrict the kinds of changes files can undergo, such as changing its text or design. The documents may also have an examine trail incorporated into them to permit administrators to monitor the activity and spot any unauthorised changes.
It’s also crucial to make sure that everyone in the office is aware of the importance of keeping data safe, both paper and digital files. This can be accomplished by making sure that you enforce the ”clean desk policy” which ensures that all paper and documents are safely secured by a password when employees leave their desks and all devices, regardless of whether it’s a desktop computer, laptop or smartphone, are cleaned of any data prior to when they are turned off or disposed of.
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