Restrict Access to Electronic Documents

Businesses should be able to restrict access to documents electronically, whether it’s personal information about employees and customers, confidential business proposals or sensitive legal documents. This will ensure that only authorized users are able to access these files. This is an essential aspect of data security that assists in preventing data breaches. It also ensures compliance with regulations like GDPR and HIPAA.

Increasing levels of security can be achieved through the implementation of custom permissions. This enables managers to control the extent to which sensitive files can be opened, printed and copied by users. It is also possible to restrict the types of changes that can be made to documents, for example, editing text or changing design. By adding an examine trail to restricted documents allows administrators to track user activity and spot any modifications that aren’t authorized to the document.

It is important to implement guidelines for the retention of records in electronic files, and documenting the destruction of these files once their usefulness has expired. It is also important to implement measures to avoid non-harmful incidents such as employees not noticing they deleted files or saving them on unsecure devices.

A party to a lawsuit or any other person who is the subject of the court documents can request that the court limit the public’s access to the information by filing with the court a motion or a notice of the request. The motion or notice must contain the reasons for the restriction of access to public, and if the court grants that restriction, it must issue an order specifying the restrictions to be in effect. Documents or exhibits subject to restricted access must be marked as in the electronic cover sheet for the file.