Although technological advancements have eliminated some of the most tedious physical tasks that are involved in the storage and handling of information, safeguarding sensitive documents remains an essential element of a company’s security plan. It is essential to protect files, whether they are in digital or hard copy form, from any unauthorized access. This will limit the damage a data breach can cause.
The most common method for protecting files is password protection. The file appears to be a mess of letters and numbers to anyone who does not have the decryption keys, however, changes can be made through entering the password. This is especially useful for files with multiple users who regularly modify them such as forms, surveys, or reports.
Another option is to employ a rights management tool which restricts editing printing, editing and downloading. This is particularly useful for files shared by contractors and freelancers and also with third-party agencies dataroomworld.info/the-key-components-of-a-nonprofit-strategic-plan-template in which it can be difficult to control who has access to them.
It’s also important to reiterate your security guidelines and make them available to employees when handling sensitive documents. Make sure workers understand the importance of adhering to these standards is not only a obligation, but an essential part of their job. Have a procedure to ensure that employees who quit or move to another department do not have access to sensitive data. This includes removing passwords and collecting ID cards or access keys, and deleting documents after they not required anymore.