Four Ways to Restrict Access to Electronic Documents
Businesses need to protect their digital files from the scrutiny of others regardless of whether it’s confidential information about staff and customers, deals or documents. Even if employees are well-trained and trustworthy, it only takes one small error to cause an embarrassing data breach that can harm a company’s image. Fortunately, there are four strategies to limit the use of electronic data and to prevent a breach:
The Administrative Office of the Courts solicits comments on four options that address privacy and security concerns in providing remote electronic access to public case file records. The first option preserves the presumption that all court records filed are available both in the courthouse and electronically, but it will restrict remote access to those who have a legitimate need for information, including counsel, parties, court employees and judges.
The second option allows individuals to review and download all information from the case file, but only when they have an official need. This includes those who have been found guilty of a crime and it is required for the approval of a judge for a request for release of the information.
The third option permits the public to have limited access to specific documents that are typically found in criminal case files. These include plea agreements and non-executed arrest warrants. It also restricts access to certain information that identifies individuals, like Social Security numbers and financial information. It relies on prosecutors and attorneys to safeguard their interests in specific instances by filing motions to seal certain information or to block it from electronic access.