No matter if it’s personal details about employees and customers, sensitive business proposals that are confidential or legal documents, businesses need to be able to restrict access to documents on electronic media to ensure that the files can’t be accessed by anyone other except those who have been granted permission to access them. This is a vital aspect of data security that assists in preventing data breaches and ensures compliance with laws like GDPR and HIPAA.
The increase in security can be achieved by implementing custom permissions. Managers can decide how sensitive documents are opened, printed and copied. You can restrict the kinds of changes that can be made to documents, like changing the investor data room design or text. The addition of an examine trail to restricted documents also allows administrators to keep track of user activity and to detect any unauthorized changes made to the document.
In addition to creating custom permissions, it is vital to establish record retention policies for electronic files, and to document the destruction of these files at the end of their usable life. It is also essential to have provisions in place to prevent non-malicious situations from occurring, such as files that are accidentally deleted by employees or being mistakenly saved on unsecure devices.
A person who is a party to a lawsuit or any other person who is the subject of the court documents can request that the court restrict the public’s access to this information by submitting to the court a motion or a notice of the request. The motion or notice must include a list of reasons that justify the restriction of access to public, and if the court approves the restriction, it will make an order stating the restrictions to be effective. Documents or exhibits subject to restricted access should be marked as restricted on the electronic file cover sheet.
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