If you handle sensitive data regarding customers and staff or keep confidential files of company accounts and deals, it’s imperative that your private information remains secure from prying eyes. There are a variety of ways confidential information can be accessed either through malicious individuals gaining access employee email or taking passwords and usernames. To safeguard the paperless Board Meeting integrity of your company’s data, check out these four solutions to restrict access to electronic documents and avoid the possibility of a breach.
Ensure that the same protections are in place for your electronic documents similar to those for physical records using security measures such as two-factor authentication encryption, two-factor authentication current antivirus software regular malware scans and auto-logout options. Also, using secure cloud-based storage or network drives to store and save documents can reduce the risk of losing or being stolen.
To ensure that no one is able to access electronic documents, you can also require an eSignature prior to anyone is granted access to the documents. This option is becoming increasingly popular as it allows companies to verify an individual’s identity prior to granting them access to private documents. It also promotes the security of documents to the maximum, as any changes are detected immediately.
Custom permissions can help to achieve more security by allowing managers to control the way sensitive files are opened, printed and copied. In addition you can place restrictions on the type of modifications that can be made to a document, such as altering text or design. A examine trail can be added to restricted files, which allows administrators to monitor user activity and detect any unauthorised modifications.