Protecting Sensitive Documents

Although technological advancements have streamlined some of the most tedious physical tasks associated with storing and managing information, protecting sensitive documents is still a crucial part of a company’s security plan. If the files are digital or hard copy it is essential to secure them from unauthorized access to minimize the damage that could be caused by the possibility of a data breach.

The most popular method to safeguard files is using password protection. The file is essentially a chaotic mix of letters and numbers to anyone who doesn’t have a decryption key, yet allows modifications to be made when the password is entered. This is especially useful for files that are frequently modified by multiple people, like forms, surveys or reports.

Another alternative is to use a rights management software that restricts editing printing, editing and downloading. This is particularly useful for files shared with freelancers and contractors, as well as third-party agencies where it can be difficult to determine who is allowed access to them.

It’s also crucial to reinforce your security guidelines and make them available to employees when dealing with sensitive documents. It is important to ensure that your employees understand that adherence to these standards is not just required, but an integral part of their jobs. Also, you should have a system in view it now place to ensure that employees who quit the company or transfer to a different department are not granted access to sensitive information. This includes removing passwords, collecting ID cards or access keys, and deleting documents when they are no longer needed.