Businesses must protect their electronic documents from public scrutiny, whether it’s confidential information about staff and customers, deals or documents. Even if employees are well-trained and trustworthy, it only takes one slight error to lead to an embarrassing data breach that can hurt 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 has sought comment on four options to solve security and privacy issues in providing remote public access to the case file records. The first option is to maintain the assumption that all court records filed are available at the courthouse and electronically, but it will restrict remote access to those who have an legitimate need for the information, such as counsel, parties, court employees, and judges.
The second option permits an individual to view and download the entire record when there is a legitimate need. This includes those who have been in prison for a crime, and it requires a judge to approve a request for release of the information.
The third option allows the public to have limited access to certain documents that typically appear in criminal case files. These include plea agreements as well as not executed arrest warrants. The option also restricts access to certain identifying information, like Social Security numbers and financial information. It relies on the prosecutor and their attorneys to safeguard their interests in individual instances by filing motions to seal certain information or exclude it from electronic access.