How to Protect Confidential Information
Confidential data, regardless of whether it is personal (like an employee’s Social Security Number) or proprietary (like the secret recipe or patented technology) is among the most valuable assets that companies can possess. It is a legal obligation to safeguard the information and if it’s not done correctly, it could lead to serious financial and reputational consequences.
When determining which information is considered confidential, it’s important to consider regulations, such as HIPAA which require stringent standards for handling patient health information (PHI). It’s also important to look at the privacy policies and guidelines of a particular company. It is important to ensure that all employees are aware the definition of PHI and how it should be handled. This is a great method to prevent accidental or deliberate disclosures, which can have severe implications.
To restrict access, a business should only share sensitive information with employees on a strictly need-to-know basis. Access control protocols can be used to ensure that sensitive information is only available to authorized team members. This also applies to collaboration with external partners, so it is essential that clear expectations for data security and protocols are set before work even begins.
Businesses should consider encryption when storing confidential documents. This provides a further layer of security for files online, and prevents them from being accessed by unauthorized individuals even if they are intercepted while traveling to their destination. It is also recommended that you use secure email software and only send files to people who are trusted.