Although technological advances have made it easier to store and handle information, protecting sensitive documents is still essential to the security strategy of any business. It’s important to safeguard documents, whether in digital or hard copy form, from unauthorised access. This will limit the damage an incident involving data can cause.
The most common method for protecting files is to use password protection. The file appears as a jumbled mess of numbers and alphabets for anyone who does not have encryption keys, however modifications can be made simply by entering the password. This is especially beneficial for files that have many users who regularly modify them, such as forms, surveys, or reports.
Another option is to use an application for rights management that restricts editing, printing and downloading. This is particularly helpful for files shared with freelancers and contractors and third-party agencies where it can be difficult to control who gets access to them.
It’s also essential to establish and communicate your security policies for dealing with sensitive documents internally. Be sure that employees know the importance of adhering to these standards is not just a requirement, but is an integral aspect of their job. Have a procedure to ensure that employees who leave or move to another department don’t have access to sensitive data. This includes removing passwords, obtaining ID cards or access keys, and then view it now deleting documents after they not needed anymore.