Businesses must protect their electronic documents from scrutinizing eyes whether it’s sensitive information about customers and staff or deals or documents. Even when your employees are trustworthy and well-trained, one small mistake could result in an incident that could damage a business’s image. There are four ways to limit the use of electronic files, and to prevent data breaches.

The Administrative Office of the Courts is seeking feedback on four options that deal with security and privacy concerns in providing remote electronic access to public records of case files. The first option would keep the presumption of all court records being accessible in the courthouse as well electronically, but restrict remote access only to those with a legitimate need, for example a parties, counsels essential court staff, and judges.

The second option allows the user to look over and download all the information contained in the case record, but only if they have an official need. This includes people who have been found guilty of a crime and requires a judge to approve the request for release of the information.

The third option permits the public to have restricted access to certain documents that typically appear in criminal case files. These include plea agreements, as well as warrants for arrest that have not been executed. The option also restricts access to certain identifying information, such as Social Security numbers and financial information. It relies on the capability of prosecutors and their counsel to safeguard their rights in individual cases through motions to seal or exclude certain information from electronic access.

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