No matter if it’s personal details about customers and staff, confidential business plans or legal documents, businesses need to be able to restrict access to electronic documents in order to ensure that they cannot be accessible to anyone other except those who have been granted permission to access them. This is a crucial aspect of data protection and aids in preventing data breaches. It also ensures compliance with laws such as GDPR and HIPAA.

Custom permissions can be utilized to increase security. Managers can control how sensitive documents are printed, opened and copied. It is also possible to limit the kinds of changes that can be made to documents, for example, editing text or changing design. Incorporating an examine trail into restricted documents also permits managers to track user activity and spot any unauthorized changes made to the document.

It is important to implement guidelines for the retention of records in electronic files, and documenting the destruction of these files after their usefulness has been exhausted. In addition, it is essential to have safeguards in place to prevent non-harmful events from happening, like files being deleted accidentally by employees or being saved accidentally 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 a 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 a statement of reasons supporting the restriction on public access, and if the court approves the restriction, it has to make an order stating the restrictions that will be in effect. Any documents or exhibits that are included in a document with restricted access must be designated as such on the electronic cover sheet.

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