Confidential data, regardless of whether it’s personal (like an employee’s Social Security Number) or proprietary (like an unreleased recipe or patented technology), is one of the most valuable assets companies can possess. Security of this information is a legal requirement and could have serious reputational and financial consequences in the event of a breach.
When determining what information is considered to be confidential, it’s crucial to take into account regulations such as HIPAA which require stringent guidelines for handling patient health information (PHI). It’s also important to look at the privacy policies and guidelines of the particular company. Make sure that employees are aware of what is considered to be PHI and how they can appropriately manage it. This is a good way to prevent accidental or intentional disclosures, which can have severe implications.
To limit access, businesses should only divulge sensitive information to employees on a need-to know basis. This can be accomplished by using access control protocols for both hard and soft copies, to ensure that the information isn’t accessible to anyone outside of an authorized team member. This is also true for collaboration with external partners, so it is essential that clear expectations for data security and protocols are established before work gets underway.
When storing sensitive files, businesses should consider encryption options. This provides another layer of protection for the files that are stored online, stopping them from being accessed by unauthorized third parties, even if intercepted on the way to their destination. It is also recommended to use secure email tools and only send files with recipients that you are sure to be reliable.