While technological advances have eliminated some of the most tedious physical tasks involved in the storage and handling of information, protecting sensitive documents remains an essential element of any security plan. If the files are digital or in hard copy it is essential to secure them from unauthorized access to reduce the damage caused by the possibility of a data breach.
The most common way to safeguard files is using password protection. The file is essentially a mess of letters and numbers to anyone who doesn’t have a encryption key, however it allows modifications to be made when the password is entered. This is especially useful for files that are regularly modified by multiple people, like forms, surveys or reports.
A rights management tool can be used to limit editing, printing and downloads. This is particularly useful for files shared by contractors and freelancers view it now as well as with third-party agencies, where it can be difficult to control who has access to the files.
In addition, it’s important to establish and communicate your security procedures for handling sensitive documents internally. Make sure that employees understand that adhering to these standards isn’t just an obligation but is also an essential part of their job. Also, establish a procedure in place to ensure that employees who quit the company or move to a different department are not allowed access to sensitive information. This includes removing their passwords, collecting access keys or ID cards, and deleting files after they’re no longer required.