Whether it is personal information regarding customers and staff or sensitive business proposals that are confidential or legal documents, businesses have to be able restrict access to documents on electronic media to ensure that the documents cannot be opened by anyone other except those who have been granted access to them. This is a crucial aspect of data protection that can help prevent data breaches. It also ensures compliance with regulations such as GDPR and HIPAA.
Custom permissions can be utilized to increase security. Managers can control how sensitive documents are printed, opened and copied. You can also limit the types of changes that can be made to documents, such as changing the text or design. Include an examine trail in restricted files to enable managers to monitor the user’s actions and detect any unauthorized modifications.
It is vital to put in place guidelines for the retention of records in electronic files, and recording the destruction of these files when their usefulness is over. Similarly, it is important to put in place measures to prevent non-harmful events from happening, for example, files being deleted accidentally by employees or accidentally saved on unsecure devices.
A person who is a party to a lawsuit or any other person who is the subject matter of information in the court documents can request that the court restrict the public’s access to this information by filing with the court a motion or notice of the request. The motion or notice must contain the reasons for the restriction of public access, and should the court grant the restriction, it must issue an order specifying the restrictions in order to be effective. Documents or exhibits with restricted access must be marked as an electronic file cover sheet.