Although virtual data rooms offer their own set of security features, it is important to look into various security measures that can further boost the protection of classified and sensitive data.
Two such important document security features that help in safeguarding sensitive data in virtual data rooms include download and print control and audit logs.
Download/Print control
Just as administrators may be able to maintain control of which individuals can gain access or read the content in specific documents or folders, the added security of download and printing control further enhances the security of documents stored in a virtual data room. This added security feature makes it possible for administrators to assert control on which individual can view, download and print specific digital files. Particularly, administrators can also have the ability to mark specific documents or folders as “view only” to certain individuals, which means that authorized individuals will only be able to view the document and read it but are unable to edit it, print it or even download it.
The feature of download and printing in a virtual data room is an excellent way of preventing anybody and everybody from printing and sharing digital files that may contain classified data. Instead, an individual may only be allowed to read the content that is required while he is logged into the virtual repository. Along with the use of digital watermarks, this added security of download and printing control can immensely beef up document security when it comes to online sharing of documents.
Audit Logs
It is becoming commonplace these days to incorporate the use of audit logs into the document security features of virtual data platforms. Particularly, audit logs render an intricate and meticulous record of all activity from every user that enters in a given virtual data repository. For example, an audit log will show a user’s action, including:
- Time and date of logging into the virtual data room
- User actions inside the data room
- Documents and digital files viewed and accessed
- Modifications or edits made to any document
The intention of maintaining an audit log helps administrators in determining exactly what permitted users within the data room are doing with digital files and other potentially classified data while they are logged in the data platform. Audit logs offer comprehensive visibility and peace of mind to organizations, as it can help in recording instances where multiple failed login attempts take place to a specific user’s account. This type of activity can help make administrators aware of a possible document breach or attempted infringement of document security. In addition, if unauthorized modifications are made to a digital file, an audit log can help in determining which individual created these modifications and may even be helpful in reversing the document to its original content.
On the whole, audit logs play a very critical role in enhancing the accountability within any cloud-based storage repository. If individuals are aware that their activities are being monitored, they will realize that their actions are trackable and will behave appropriately. Moreover, audit logs also provide administrators with the capability of gaining a better understanding of how digital documents within the virtual data room are being utilized.
Author Bio: This article is contributed by Locklizard, a premier DRM (digital rights management) provider for publishers and enterprise organizations. They have software products related to document security and copyright protection.