Companies must be in a position to restrict access to documents that are electronically stored regardless of whether it’s personal data about employees and customers as well as confidential business proposals or sensitive legal documents. This will ensure that only authorized users can view these files. This is a vital aspect of data protection that helps to prevent data breaches. It also ensures compliance with laws such as GDPR and HIPAA.
The increase in security can be achieved through the implementation of custom permissions. Managers can control how sensitive documents are printed, opened and copied. It is also possible to restrict what kind of changes can be made to a document, such as editing text or changing the design. By adding an examine trail to restricted documents allows administrators to observe user activity and identify any modifications that aren’t authorized to the file.
In addition to the implementation of custom permissions, is vital to establish retention policies for records of electronic files and to record the destruction of these files at the end of their useful life. It is also important to put in place provisions to protect against non-malicious accidents such as employees accidentally deleting files or saving them to unsecure devices.
A plaintiff or a person who is the subject matter of information in documents filed in court can request that the court restrict the public’s access to the information by submitting to the court a motion or a notice of the request. The motion or notice should include a list of the reasons for limiting access to the public. If the court approves the restriction, the court must issue an order declaring the restrictions in effect. Documents or exhibits subject to restricted access must be noted as in the electronic cover sheet for the file.
