Restrict Access to Electronic Documents

No matter if it’s personal details regarding customers and staff or confidential business proposals or sensitive legal documents, businesses need to be able restrict access electronically stored documents to ensure that they cannot be accessed by anyone other than those who have been granted access rights to view them. This is an essential aspect of data security that can help protect against data breaches and ensures compliance with the law like GDPR and HIPAA.

Security levels can be achieved by implementing custom permissions. Managers can limit the amount of sensitive documents are printed, opened and copied. You can also limit the types of changes that can be made to documents, for example, changing the font or design. By adding an examine trail to restricted documents allows administrators to keep track of user activity and to detect any changes that are not authorized to the file.

It is essential to establish policies for record retention for electronic files, as well as recording the destruction of these documents when their usefulness has expired. It is also important to put in place provisions to avoid non-harmful incidents like employees accidently deleting files or saving them to unsecure devices.

A plaintiff or any other person who is the subject of information in the court documents can request that the court limit the public’s access to this information by filing with the court a motion or notice of the request. The motion or notice must include a list of reasons for restricting access to public information. If the court grants the restriction, the court has to issue an order stating that the restrictions are effective. Any documents or exhibits which are included in a document with restricted access must be identified as such on the electronic cover sheet.