Restrict Access to Electronic Documents

No matter if it’s personal details about employees and customers, confidential business plans or legal documents, companies need deals space software to be able limit access to documents on electronic media to ensure that the documents cannot be opened by anyone other except those who have been granted permission to access them. This is an essential aspect of data security that aids in preventing data breaches. It also ensures compliance with regulations like GDPR and HIPAA.

Custom permissions can be utilized to increase security. Managers can regulate how sensitive documents are opened, printed and copied. It is also possible to restrict what kind of changes can be made to documents, such as editing text or altering design. Add an examine trail to restricted files to enable administrators to monitor user actions and detect any unauthorized modifications.

In addition to creating custom permissions, it is vital to establish record retention policies for electronic files and to record the destruction of these files at the end of their useful life. It is also essential to create safeguards to protect against non-malicious accidents such as employees accidentally deleting files or saving them on unsecure devices.

A party to a lawsuit or a person who is the subject matter of information contained 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 notice of the request. The motion or notice must include an explanation of the reasons behind the restriction on public access, and if the court grants the restriction, it has to make an order stating the restrictions to be in effect. Any documents or exhibits that are filed with restricted access should be marked as such on the electronic cover sheet.