While technological advancements have made it easier to manage and store data, securing sensitive documents remains an essential element of any security plan for a company. When files are digitized or hard copy it is essential to secure them from unauthorized access in order to limit the damage caused by the possibility of a data breach.
The most popular method of protecting files is password protection. The file appears as a mess of letters and numbers to anyone who doesn’t have decryption keys, however, changes can be made through entering the password. This is especially useful for files that have many users who are constantly changing them like forms, surveys or reports.
A rights management tool can be used to restrict editing printing, editing and downloads. This is especially useful for files shared with contractors and freelancers as well as with third-party agencies where it can be difficult to control who is allowed access to the files.
It’s also important to reiterate your security policies and make them available to employees when handling sensitive documents. Make sure your employees understand that adhering these standards isn’t just an obligation, but also an integral part of their job. Create a process to ensure that employees who leave or move to another department don’t have access to sensitive data. This includes removing their passwords, collecting access keys or ID cards and deleting the files once they’re no longer required.
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by Iloko