Although technological advancements have eliminated many of the most difficult physical tasks associated with storing and view it now managing information, safeguarding sensitive documents remains a vital part of a company’s security plan. It is vital to secure documents, whether in digital or hard copy form to prevent unauthorized access. This will reduce the damage data breaches can cause.
The most common method for safeguarding files is password protection. This makes the file chaotic mix of letters and numbers to anyone who doesn’t have a encryption key, however it allows changes to be made when the password is entered. This can be particularly useful when files are regularly modified by multiple people such as surveys, forms or reports.
Another alternative is to use an application for rights management that restricts editing printing, downloading and editing. This is particularly beneficial for files shared with freelancers and contractors and third-party companies where it may be difficult to determine who has access to them.
In addition, it’s important to reinforce and communicate your security policies when handling sensitive documents within the company. It is important to ensure that employees understand that adherence to these guidelines is not just a necessity, but a fundamental element of their job. Also, put a process in place for ensuring that employees who quit the company or transfer to another department are removed from having access to sensitive information. This includes removing their passwords, obtaining access keys or ID cards, and deleting files when they’re no longer needed.