Four Ways to Restrict Access to Electronic Documents

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Businesses must safeguard their digital files from public scrutiny whether it’s sensitive information about staff and customers, or deals or documents. Even even if your employees are trustworthy and well-trained mistake could result in an information breach that could harm a business’s image. There are four ways to reduce the use of electronic files, and avoid a data breach.

The Administrative Office of the Courts is seeking comments on four options that deal with security and privacy concerns by providing remote electronic access to public case file documents. The first option would maintain the presumption that all court records filed are available both in the courthouse and electronically, but it would restrict remote access to people who have a legitimate need for information, such as parties, counsel, essential court employees and judges.

The other option allows the user to access and download the entire record when there is a legitimate need. This includes people who have been found guilty of a criminal offense, and a judge must also approve the request to release the information.

The third option allows the public to have limited access to certain documents which are typically found in criminal case files. These include plea agreements and warrants for arrest that have not been executed. It also restricts the public’s access to certain identifying data, such as Social Security Numbers and financial information. It relies on prosecutors and their attorneys to safeguard their interests in particular instances by filing motions to block certain information or block its electronic access.