If your company handles sensitive information regarding employees and customers or keeps confidential documents regarding business accounts and deals it is crucial to block access to these files from view. Even the employees are well-trained and trustworthy, a small error could have devastating consequences. Here are four ways that can help you limit the access to digital documents to prevent a breach.
It is possible to block hackers from gaining access to protected files by utilizing two-factor or multi-factor authentication protocols. The additional layer of protection protects users from the possibility of stealing usernames and passwords to access confidential information. It also helps to comply with laws such as GDPR and HIPAA.
Requiring eSignatures is another solution that businesses use to block access to people who do not have permission. This lets businesses confirm the identity of an individual prior to they allow access to private information. It also ensures maximum security as any changes to documents can be detected.
Increased levels of security can be achieved by using custom permissions that allow administrators to control the way sensitive files are printed or opened, as well as copied. You can also restrict the types of changes that a file may undergo, for example, changing its design or text. A check trail can be added to these documents in order for administrators to track activities and spot any illegal modifications made.
It’s also crucial to ensure that everyone in the office is aware of the importance of keeping information safe including paper and digital files. This can be accomplished by following the “clean desk policy” which ensures that all paper and documents are securely locked away or password protected when an employee leaves their desk and all devices, whether it’s laptop, desktop computer or smartphone are cleared of any information before they are turned off or removed.