Protecting Sensitive Documents

Although technological advances have made it easier to store and manage data, securing sensitive documents is an essential part of any security plan for a company. When files are digitized or in hard copy, it’s important to protect them from unauthorized access in order to minimize the damage caused by an incident that compromises data.

The most popular method to safeguard files is using password protection. This makes the file a mess of letters and numbers to anyone who doesn’t possess the decryption key, yet allows modifications to be made when the password is entered. This is particularly useful for files that have many users who regularly modify them such as forms, surveys or reports.

Another option is to employ an application for rights management that limits editing printing, editing and downloading. This is especially useful for files shared with contractors and freelancers and third-party companies where it may be difficult to control who can access them.

It’s also essential to establish and communicate your security procedures for handling sensitive documents internally. Make sure your employees are aware that adhering to these standards isn’t just an obligation but is also an integral part of their job. Also, have a procedure in place for ensuring that employees who leave the company or transfer to another department are removed from any access to sensitive information. This includes removing passwords and collecting ID cards or access view it now keys, and then deleting documents after they no longer required.