Four Solutions to Restrict Access to Electronic Documents

It is crucial to protect confidential information from the scrutiny of others, whether you are Board Meeting Minutes handling sensitive information on customers and employees or maintaining confidential documents on company accounts or deals. There are a myriad of ways confidential information could be hacked either through malicious actors gaining access to employee email accounts or by stealing passwords and usernames. Read on to learn how to secure your business data and avoid an attack.

Make use of security measures such as two-factor authentication, encrypted files, current antivirus software, malware scans, and auto-logouts to ensure your electronic files are secure just like physical documents. To decrease the chance of loss or theft, you could also utilize secure cloud storage or network drives.

Another method of preventing unauthorized use of electronic documents is to require a signature electronically before anyone is able to view them. This feature is becoming increasingly popular as it allows companies to verify an individual’s identity before giving them access to private documents. It also helps ensure maximum document security as any changes made are identified.

Custom permissions can assist in achieving more security by allowing managers to control how sensitive files are opened, printed and copied. Additionally the restriction can be put on the types of changes that can be made to a document, such as changing text or design. Examine trails can also be added to restricted files, allowing administrators to track user activity and to identify any modifications that are not authorized.