Four Ways to Restrict Access to Electronic Documents

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Businesses must safeguard their digital files from the scrutiny of others whether it’s confidential data about staff and customers, deals or documents. Even if employees are well-trained and trustworthy there is a slight mistake to result in an embarrassing data breach that could ruin a company’s reputation. Fortunately, there are four methods to control the use of electronic files and avoid any data breaches:

The Administrative Office of the Courts is seeking input on four options to address security and privacy issues in providing remote access to public case file documents. The first option maintains the presumption that all court records filed are available both in the courthouse and electronically, but it would restrict remote access only to those who have a legitimate need for information, including parties, counsel, essential court employees, and judges.

The other option allows a person to view and download all the information found in the case file, but only in cases of an official need. This includes those who have been found guilty of a crime and it requires an approval from a judge before granting a request for release of the information.

The third option grants the general public limited access to specific documents that are usually found in criminal case files, such as plea agreements and warrants not executed. It also limits the public’s access to certain information such as Social Security Numbers and financial information. It relies on the capability of prosecutors and their lawyers to safeguard their rights in individual cases by filing motions to block or exclude certain information from electronic access.