It is important to limit access to sensitive files and documents if https://vdr-soft.net/virtual-deal-room-software-best-practices your company maintains confidential information about deals or accounts, or handles sensitive customer and employee information. Even the employees are well-trained and trustworthy, a small mistake could result in severe consequences. Here are four tips that will help you limit the access to documents stored electronically to prevent a security breach.

The use of multi-factor or two-factor authentication protocols to gain access to information is a method to prevent threat actors from viewing protected files. The additional layer of security prevents them from stealing passwords and usernames to access confidential information. It also helps in ensuring compliance with regulations like GDPR and HIPAA.

E-signatures are another method that businesses employ to prevent access to individuals who do not have permission. This allows businesses verify the identity of an individual prior to giving them access to confidential information. It also guarantees maximum security as any changes to documents are able to be spotted.

Custom permissions can be used to enhance security by allowing managers to manage sensitive files being printed, copied or opened. You can also restrict the kinds of changes an individual file could undergo, such as changing its design or text. They can also have an examine trail added to them to permit administrators to monitor the activity and identify any unauthorised changes.

It’s also important to make sure that everyone in the office is aware of the importance of keeping data secure whether it’s paper or digital files. This can be accomplished by implementing an “clean desk” policy, which guarantees all documents and papers are secured by passwords or locked away when a worker quits their workstation. All devices, such as laptops, desktop computers or smartphones are also cleared of any data prior to when they are powered off or disposed.