It doesn’t matter if it’s personal information about customers and staff, confidential business plans or legal documents, businesses need to be able restrict access electronically stored documents to ensure that the files can’t be accessible to anyone other than those who have been granted access to them. This is a crucial aspect of data safeguards and aids in protecting against data breaches and ensures compliance with legislation such as GDPR and HIPAA.

Security levels can be achieved through the implementation of custom permissions. This enables managers to control the extent to which sensitive files can be printed, opened and copied by users. You can also limit the types of modifications that can be made to documents, such as altering the text or design. Adding an examine trail to restricted documents also permits managers to observe user activity and identify any unauthorised changes made to the file.

It is vital to put in place policies regarding the retention of records for electronic files, and recording the destruction of these files once their usefulness is over. In addition, it is essential to have provisions in place to prevent non-harmful events from happening, like files that are accidentally deleted by employees or being mistakenly saved on unsecure devices.

Anyone who is a part of a case or any other person who is the recipient of information in a court document may ask the court to limit access to the information by filing a motion or a notice of the request to the court. The motion or notice must contain a statement of reasons supporting the restriction of access to public, and should the court grant the restriction, it must issue an order specifying the restrictions in order to be effective. Any documents or exhibits which are filed with restricted access should be identified as such on the electronic cover sheet.

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