Businesses should be able to restrict access to documents electronically such as personal information regarding customers and employees, confidential business proposals or sensitive legal documents. This will ensure that only those with permission have access to these documents. This is a vital aspect of data protection and aids in preventing data breaches. It also ensures compliance with regulations like GDPR and HIPAA.
Increased levels of security can be achieved by implementing custom permissions. This allows managers to control the way sensitive files are printed, opened and copied by users. You can also limit the types of changes that can be made to documents, including changing the design or text. The addition of an examine trail to restricted documents allows administrators to observe user activity and identify any changes that are not authorized to the document.
In addition to implementing custom permissions, it is vital to establish retention policies for records of electronic files as well as to document the destruction of these files at the end of their usable life. It is also important to implement measures to avoid non-harmful incidents such as employees accidently deleting files or saving them on unsecure devices.
Any person who is a party to a case or any other person who is the recipient of information in the case document can request that the court restrict access to that information by filing a motion or notice of the request with the court. The motion or notice must include an explanation of the reasons behind the restriction of access to public and, if the court approves the restriction, it must make an order stating the restrictions to be effective. Documents or exhibits with restricted access must be noted as restricted on the electronic cover sheet for the file.
