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How to Handle Confidential Information in the Workplace

protecting confidential with lock

The United States recorded an unprecedented rise in the number of cases of data breaches and data exposures in 2020. About 1001 cases of data breaches were recorded and the data of more than 155 million persons were exposed in 2020. The world is fast-changing and it is critical to protect the privacy of information in your workplace to avoid data theft which can also affect the reputation of your business.

Ensuring your business information is properly handled is a herculean task that requires paying attention to detail and discipline. In this article, you will learn more about how to enhance the security of information in your workplace.

  • Have a Safe Paper Document Storage

If your workplace keeps confidential physical documents, it is your responsibility to have secure paper document storage in place. For instance, investing in a locking document bag is an excellent idea. Ensure your confidential documents are safely locked in a secured locking document bag with only necessary employees having access to the code to unlock the bag. This will eliminate the occurrence of document theft and will ensure your classified documents do not get into the wrong hands. You can save your check, mail, documents and cash in locking bank bags because they are reusable. When documents are not immediately needed, they should be stored in a file cabinet with a lock behind a door that is also locked.

  • Train Your Employees

Training your employees on the importance of data security should be an integral part of your company policy. They should be made to treat confidential information with utmost care. Protecting private information is quite complicated and every employee should be informed of the need to protect it always. Employees should be told to keep sensitive documents in secured storage especially when they are not in use. They should also make use of paper shredders to destroy sensitive documents to avoid them getting into the wrong hands.

How to Handle Confidential Information in the Workplace
  • Make Your Employees Sign a Non-Disclosure Agreement

One of the best means to protect your confidential information is inserting a non-disclosure clause in the employment agreement. It tells your employees how much you value the confidentiality of the business information, and the penalties attached to breaching the rules. Signing a non-disclosure agreement compels your employees to treat your classified information with care, and it also ensures your company’s safety in the long run. When your employees sign the non-disclosure agreement, it informs them that you place a premium on protecting confidential information.

  • Ensure Your Company’s Computers and Network are Secure

It is crucial to take online security seriously if you keep confidential information in your workplace. Hackers are on the prowl as they can infect your network, and that is why it is good to invest in the security of your network to protect your confidential information. Ensure you utilize an encryption system to prevent hackers from intercepting your data whenever it is being transferred.

On the other hand, ensure you properly dispose of your physical storage devices when the need arises. Simply deleting files is not secure. Deleted files can be recovered. Wipe your drives completely or make sure they are destroyed to a point that data recovery becomes impossible.

Make sure you update your computer terminals on a regular basis. Protect your wireless network with a strong password. Use a firewall and antivirus programs.

  • Hire A Reputable Shredding Service Provider

Shredding sensitive documents is an effective means of keeping your confidential information away from prying eyes. Work with a reliable shredding service provider that puts locked boxes around your workplace to ensure private documents that are no longer in use are properly discarded and shredded. This would significantly reduce the risk of exposing confidential documents.

Conclusion

Confidential documents should be protected at all times. Follow the steps we’ve outlined in this article and you’ll be on the right track when it comes to securing sensitive documents. These will ensure your documents are kept safe and away from the prying eyes of unauthorized persons.

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