Has your workplace recently suffered a security breach and you're still trying to recover? Are you a manager looking to rethink the security of your corporate data? The first step you need to take is to secure your sensitive documents. Wondering how you're going to get there? This article will share some tips that you can incorporate into your organization to keep your sensitive data secure.
Contents1. Adopt smart locking systems2. Practice disposing of documents correctly3. Limit access4. Adopt authentication systems5. Develop security protocolsConclusionPractice the following:
In a company, you may not have the financial means to acquire a system to store your documents in the cloud. Alternatively, there may be sensitive documents that you need in hard copies rather than electronic copies. If this describes your business, or if you use a physical storage unit for a different reason, you need to invest in smart lockers.
Smart lockers have digital features that allow you to secure your sensitive documents. They come with features like a barcode scanner, tamper-proof locks, and a touchscreen, all of which improve security. These lockers are connected to software that your top management can use to monitor activity on the lockers. If someone opens a door, the software will notify management.
With smart locking systems, you can rest assured that your sensitive data is safe, unlike a normal office storage area, where break-ins are possible.
When using physical storage for your documents, it is necessary to regularly get rid of documents that you are not using to create more space.
How you dispose of these documents is critical. Refrain from throwing your documents in the trash as a whole, sensitive or not. You have no idea where the trash might end up, increasing the likelihood of document data falling into the wrong hands. Always remember to shred your documents before discarding them and make it a practice and inform your team that they should not discard any documents before shredding.
Limiting access is one of the effective ways to protect sensitive documents. With this, only those who need information from the documents have access.
However, restricting access should only extend to what they can access and how long they have access to the data. It is not reasonable for a staff member to continuously use a document for eight hours. Well, there might be a chance, but consider limiting the access time to maybe an hour or two.
For added security, ask for a report on the data obtained from the sensitive documents, including how the member used it in carrying out their responsibilities.
The fewer people with access, the more secure your sensitive document. Plus, in the event of a breach, you'll know exactly who to ask and investigate, instead of interviewing an entire office of 200 employees.
Often, you run your operations using equipment and systems, such as computers. This means that you have data stored on these technologies, in the form of folders or in any format.
Therefore, you must configure logins and passwords to access equipment or systems. Also, you should incorporate additional functionality for sensitive data. Consider adopting multiple authentication systems. With this, once you enter the login details, a code will be sent to your cell phone or email and confirms that you are the user. The system will only send the code to the number or email saved in the locked computer.
If you have a data center that contains sensitive equipment or documents, adopt a biometric system. The system might require facial recognition or fingerprint scanning.
Invest in a password management system once you've set up passwords for your data. A password management system will ensure that your team uses strong passwords and updates them regularly. Thanks to regular updating, a password will not remain in place for too long, thus increasing security measures.
Most workplace security breaches are due to lack of know-how, including ignorance. This is why you need to formulate security protocols.
Your company's security protocols will guide your team on how to handle sensitive documents. For example, if they process sensitive data on a given floor, a protocol might dictate that said data should not leave that floor under any circumstances. If documents need to be scanned, they must be done on the relevant floor; no paper should remain on the printer, including independent printing of documents.
Independent printing means only one worker has to print at a time, without clutter or queues. A worker with unauthorized access can see data on a document being printed that they should not see, compromising the integrity of the information.
When presenting the protocols, make sure all staff are aware of them and that they are easy to understand, preferably in bullet points rather than paragraphs. You must provide access to this information by posting it on the walls or via electronic copies.
Sensitive data can make or break any business, depending on who gets the documents. Therefore, it is essential to have measures in place to ensure the security of sensitive data against unauthorized access. Consider implementing the tactics shared by this article in your organization, and you'll thank yourself years later.
