Protecting Sensitive Documents

While technological advances have eliminated many of the tedious physical tasks that are involved in the storage and handling of information, safeguarding sensitive documents remains an essential element of any security plan. It is vital to secure documents, whether in hard copy or digital form from unauthorized access. This will minimize the damage that data breaches can cause.

The most common method to secure files is via password protection. The file appears to be a mess of numbers and alphabets to anyone who doesn’t have encryption keys, however modifications can be made by entering the password. This is particularly beneficial for files that have many users who regularly modify them like forms, surveys or reports.

A rights management tool can be used to limit editing, printing dataroomworld.info/the-key-components-of-a-nonprofit-strategic-plan-template and downloads. This is particularly beneficial for files shared with freelancers and contractors, as well as third-party companies where it may be difficult to control who can access them.

In addition, it’s important to reiterate and communicate your security guidelines for handling sensitive documents within the company. Make sure that employees understand that adhering to these guidelines isn’t just a requirement but also an essential aspect of their work. Implement a procedure to ensure that employees who move out or to a different department do not have access to sensitive data. This includes removing their passwords, obtaining access keys or ID cards and deleting files after they’re not needed anymore.