Protecting Sensitive Documents

While technological advancements have made it easier to store and manage data, securing sensitive documents remains essential to every security plan of a business. If the files are digital or in hard copy it is crucial to safeguard them from unauthorized access to minimize the damage that could be caused by data breaches.

The most popular method to secure files is through password protection. The file appears as a mess of letters and numbers to anyone who does not have the encryption keys, however changes can be made by entering the password. This can be particularly useful for files that are regularly altered by multiple people, like surveys, forms or reports.

A rights management tool can be used to limit editing, printing and downloads. This is especially useful for files shared with freelancers and contractors, as well as third-party agencies where it can be difficult to determine who has access to them.

It’s also important to reinforce your security policies and communicate them internally when handling sensitive documents. Be sure that your employees are aware that adhering to these standards is not just an obligation, but also an integral part of their job. Also, establish a procedure in place to ensure that any employees who leave the company or move to a different department are not granted access to sensitive information. This includes terminating their passwords, obtaining access keys or ID cards and deleting files when they’re not needed anymore.