Four Ways to Restrict Access to Electronic Documents
Businesses must safeguard their electronic documents against public scrutiny whether it’s confidential data regarding staff members and customers or deals or documents. Even if employees are trained and reliable there is a small error to cause an embarrassing data breach that could damage a company’s reputation. There are four ways to restrict the use of electronic files and prevent a data breach.
The Administrative Office of the Courts is seeking comments on four options that address security and privacy concerns by providing remote electronic access to the public case file records. The first option would maintain the assumption that all court records being available at the courthouse as well electronically, however it would limit access to remote computers only to those with an actual need, such as counsels, parties as well as court staff members who are essential to the work of judges.
The other option allows a person to view and download all information from the case record, but only in cases of an official need. This includes those convicted of a criminal offense, and a judge must approve the request to release information.
The third option gives the general public access to specific documents that are commonly found in criminal case files, such as plea agreements, warrants for execution and other documents. It also limits the public’s access to specific identifying data like Social Security Numbers as well as financial information. It relies on the prosecutor and their lawyers to protect their rights in individual cases by filing motions to seal certain information or exclude it from electronic access.