Four Ways to Restrict Access to Electronic Documents
Businesses must safeguard their electronic documents against public scrutiny whether it’s confidential data about customers and staff or deals or documents. Even if employees are trained and trustworthy just one slight error to lead to an embarrassing data breach that could ruin a company’s reputation. There are four ways to limit the use of electronic files, and prevent a data breach.
The Administrative Office of the Courts has requested comments on four options to solve security and privacy issues when providing remote electronic public access to court file records. The first option maintains the assumption that all court records filed are available at the courthouse and electronically, but it would restrict remote access only to those who have an legitimate need for the information, including parties, counsel, essential court employees, and judges.
The second option allows individuals to look over and download the entire case file if there is a legitimate need. This includes people who have been convicted of a crime, and it requires an approval from a judge in order to grant a request for release of the information.
The third option allows the public access to specific documents that typically appear in criminal case files. These include plea agreements as well as unexecuted arrest warrants. It also restricts access to certain identifying information, like Social Security numbers and financial information. It depends on prosecutors and their lawyers to protect their rights in specific instances by filing motions to seal specific information or exclude it from electronic access.
