It is crucial to restrict access to sensitive files and documents when your company has confidential information regarding deals or business accounts, or handles sensitive employee and client data. Even if employees are trustworthy and well-trained in the area of document security, it only takes one small error for severe consequences to follow. Here are four methods that will help you limit the access to documents stored electronically to prevent a breach.

It is possible to stop the threat actors from accessing secured files by using two-factor or multi-factor authentication protocols. The extra layer of security stops them from getting usernames and passwords stolen to access confidential information. It also assists in ensuring compliance with laws like GDPR and HIPAA.

E-signatures are another method that companies use to protect themselves from people who don’t have permission. This allows businesses verify the identity of an individual before giving them access to confidential information. It also provides maximum security because any changes to documents can be easily detected.

Custom permissions can be used to increase security by allowing managers to control sensitive files being printed, copied, and opened. You can also limit the types of changes that an individual file could undergo, for example, changing its design or text. The documents may also have an examine trail incorporated into them, allowing administrators to monitor the activity and spot any unauthorised changes.

It’s also important to ensure that everyone in the office is aware of the importance of keeping information secure in both digital and paper files. This can be accomplished by implementing an « clean desk » policy that ensures all documents and papers are locked away or protected by passwords after an employee is away from their desk. All devices, including laptops, desktop computers or smartphones are also cleared of all data prior to when they are powered off or disposed.

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