Companies must be in a position to limit access to documents electronically regardless of whether it’s personal data about employees and customers as well as confidential business proposals or sensitive legal documents. This will ensure that only those with permission can view these files. This is an important element of data security and can help prevent data breaches. It also ensures compliance with laws like GDPR and HIPAA.

Custom permissions can be used to increase security. Managers can limit the amount of sensitive documents are printed, opened and copied. You can also limit the kinds of changes that can be made to documents, for example, changing the design or text. Adding an examine trail to restricted documents also permits managers to keep track of user activity and to detect any unauthorized changes made to the document.

It is important to implement policies regarding the retention of records for electronic files, as well as recording the destruction of these files after their useful life has ended. Similarly, it is important to establish procedures to prevent non-harmful events from happening, for example, files being accidentally deleted by employees or being saved accidentally on unsecure devices.

Any person who is a party to a case or another person who is the person who is the subject 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 to the court. The motion or notice must include an explanation of the reasons behind the restriction on public access and, if the court approves the restriction, it must make an order stating the restrictions in order to be effective. Documents or exhibits that are restricted in access should be marked as such on the electronic file cover sheet.

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