There are times when you have to handle sensitive information when working in a business.In order to protect it, you have to prioritize.Make sure that all of the employees in the company know what information is sensitive and what their role is in protecting it.Limit who can access that data and take steps so you can only store what's essential to your company.
Step 1: Protect any information your company has.
It's important for a business leader to be thorough in assessing what is sensitive and what isn't.The specifics will vary from company to company, of course, but in general, you should take steps to secure anything that could damage your customers, your employees, or the success of your business if it was made public.You might need to protect personal information about your customers, such as their names, Social Security numbers, and credit card information.You might be more concerned with limiting access to certain processes or formulas that give you an edge over your competitors, known as trade secrets.This might include formulas or manufacturing processes, your company's financial model, lists of your suppliers, acquisition information, or your sales methods.You should consider how long you'll need to keep the information if you decide to classify it as sensitive.In the case of customer information, it's best to only keep it in your systems for the amount of time you need it.
Step 2: There are threats to this data like data theft or leakage.
Every aspect of your company should have data security built into it.Keeping in mind that data loss can occur from both inside and outside your company, make security a top priority.This can lead to fraud, identify theft, the loss of revenue, and even legal trouble.It is possible that your company will face threats from hackers, unscrupulous competitors, or even employees who unintentionally share secure information.
Step 3: It's a good idea to label everything as sensitive.
It's important to create a company culture where your employees have the information they need to do their jobs, because security should be a top priority.If you're transparent with your employees, they'll be more understanding of the information you don't want them to know.Employees will find ways to access the data they need if you label it too sensitive.
Step 4: Know how to handle sensitive information.
There are a number of legal statutes that can affect how sensitive data is treated.Make sure everyone is in compliance because these statutes can affect everyone from the company directors to the front-line employees.The Gramm-Leach-Bliley Act requires you to protect all nonpublic personal information, including consumers' names, addresses, payment history, or information you obtain from consumer reports.If you work for the company, you should be aware of the organization's rules on how to handle sensitive information.If you want to be sure you're protected, reach out to an attorney who specializes in corporate law.
Step 5: It is important for your business' expectations to be clearly communicated to employees.
Your company culture should include security.Your privacy expectations should be covered in a handbook or brochure for your employees.All of your employees should be trained on how to handle sensitive information.If any of your security processes are changed, you might want to send an email.You can put up security signs at each of your company's locations.Require your employees to clear their desks, log off their computers, and lock their offices before they leave.Employees should report possible data breeches.Employees who bring an issue to your attention could be rewarded with an incentive program.
Step 6: Employees should be trained to spot and avoid phish.
Sometimes, hackers will send emails or make phone calls that look like they're coming from inside the company when they aren't.This is done to gain access to data.Make sure your employees know not to give out sensitive information over the phone or email.Discuss how they can spot phish requests.If an email seems suspicious, the recipient should check the domain that the email was sent from.Make it clear to your tech team that they will never ask for an employee's password over the phone, as Phishing calls often claim to be from the IT Department.Employees who receive calls from customers should have a process in place to verify a client's info.
Step 7: Handling sensitive data can be done by internal systems.
Do a top-down assessment to identify the sensitive information that your company handles, as well as where you might be vulnerable to data loss.You should create a written policy on how to secure that information, how long to keep it, and what to do with it when you don't need it anymore.All sensitive information should be clearly labelled, whether it's digital data or physical copies.It's a good idea to include how individual employees should handle data they have access to.The policy is called a clean desk policy.
Step 8: Someone has control of sensitive information.
In a need-to-know policy, employees only have access to information they need to do their jobs.Physical security measures like storing paperwork, ID badges, access keys, and security codes in locked rooms or filing cabinets are included.Employees are not allowed to take laptops home or send emails that contain protected information.
Step 9: Employees' computers have information on them.
Any company that handles sensitive information is at risk of digital data loss.Keep up-to-date anti-viruses software.All employees are required to use secure passwords that contain letters, numbers, and symbols.Setting up company computers so they automatically time out after being inactive for a certain amount of time is one of the measures.Only people who are authorized to receive it can send sensitive information.Always using secure printing.IT knows who can and can't access sensitive information.The same security measures are applied to employees who work from home.
Step 10: Limit laptops in order to restrict how much data leaves the building.
It's best to have employees use desktop computers if they have secure information on them.If an employee uses a laptop to do their job, limit the amount of sensitive data they keep on that machine.The amount of secure data employees can access from their phones or tablets should be avoided.On laptops and other devices, install a remote wipe facility.You can destroy that data if that item is lost or stolen.
Step 11: Ensure that sensitive discussions are kept out of sight.
If there is a meeting in your company where trade secrets or other private information is going to be discussed, make sure it is held in a private room.Only people who are authorized to know about it attend the meeting.You can use a private conference room with soundproof walls.
Step 12: You don't need the sensitive data.
If it isn't essential to how your company runs, there's no reason to worry about losing sensitive data.Don't store unneeded private data from consumers, like using unique account numbers instead of Social Security numbers, for example.Having sensitive information wiped from your system as soon as you finish processing the transaction is a good idea.The protection of patient information through the Health Insurance Portability and Accountability Act requires you to meet certain requirements.If you don't need to handle or store it, it's best to avoid it.
Step 13: There is a plan for how to deal with a break.
If there's a security breach or data loss, the plan should detail how you'll keep your business running.In the event of a disaster that leaves your systems open to attack, this should cover what the company will do to protect data.If there is a widespread power outage, you should know whether your digital data is more vulnerable to hacking.Take steps to eliminate that risk.
Step 14: Security compliance can be checked by regular audits.
You should have a plan to assess who is accessing what information.Understand where your sensitive data is stored so you know if anyone tries to access it.If large amounts of data are being transmitted to or from your system, it's a good idea to keep an eye on the traffic.As this could be a sign that someone is trying to access secure data, watch for multiple log-in attempts from new users or unknown computers.
Step 15: All employees must have confidentiality agreements.
Before they're given access to any trade secrets or client data, ask each new hire to sign a non-disclosure agreement.This won't stop every instance of data loss, but it will give you some legal protection in the event it happens.After an employee leaves the company, make sure the term for the NDA is long enough to protect you.
Step 16: Discuss data security when someone is hired.
The handbook or brochure spells out your security protocol for new hires.Don't just expect them to understand it, explain it to them clearly during the process.Maintaining data security is part of the job description for each employee.Talk about internal policy documents.All employees should be included, including workers at satellite offices.
Step 17: An exit interview can be done when an employee leaves.
Inform them of their obligations in regards to any sensitive information they may have had access to.They should return their company devices, security badges, keys, and so on.All of their security authorizations and passwords should be revoked by IT.
Step 18: There should be sensitive information clauses in contracts.
Vendors and suppliers have a responsibility to protect sensitive information if you're doing business with them.When you're required to notify them of information that is considered private, make sure you are clear about it.You don't have to label every single piece of sensitive data if you use the wording "all non-public information" in these clauses.If your service providers have access to sensitive information, you may need to have them sign a non-disclosure agreement.
Step 19: Don't share data if you need it.
If it's absolutely essential to your employees' ability to do their job, make sure you only give information to third parties.This is called a "least-privilege" policy.It is important to make sure that information is only shared securely.Make sure you review the credentials and access given to your third parties.
Step 20: If needed, have visitors sign the NDAS.
Visitors to your company should sign a non-disclosure agreement when they check in.If an individual violates the agreements later, store them in a file for as long as they are valid.If a representative from your supplier is going to tour your facility and see a non-public manufacturing process, it would be a good idea to have them sign an NDA.
Step 21: Visitor access to secure information should be restricted.
If a visitor talks about private information, it's best not to give them access to that data at all.Visitors will not be allowed to enter areas where secure information is stored if there is a policy in place.You could have an employee escort visitors to make sure they don't go into restricted areas.
Step 22: It is important to be aware of how sensitive information comes into your business.
You need to understand the entry points to protect sensitive information.Determine who has access to the information, what it consists of, and where it comes from.You could get information from job applicants, customers, credit card companies, or banks.That information can be entered through your website, email, mail, cash register, or accounting department.
Step 23: Digital information and paperwork can be safely stored.
There is a two-pronged approach to data security.Ensuring that all paperwork is secured is one of the things you need to do.All paperwork should be stored in locked filing cabinets and only authorized employees should have access to it.Ensuring that all cloud storage uses multi-factor authentication and encryption is part of securing your on-site digital data.
Step 24: Digital information should be stored with care.
If possible, avoid storing sensitive data on computers that have internet access.If you need to have that information on a computer with an internet connection, make sure it's secure.You can use secure server and cloud storage.Do you want to protect your client passwords?Passwords should be updated regularly.It's a good idea to keep security software up-to-date.You should be aware of software vulnerabilities.You can control the access.It's a good idea to back up information in a secure place.
Step 25: shredding the paperwork is a good way to dispose of it.
Old applications and client files should not be thrown in the trash.Make sure the shredders are easy to access around the office.The shredded paperwork should be put in confidential waste bins.Before you dispose of old filing cabinets, make sure to clean them out.
Step 26: Remove hard drives before they are thrown away.
To ensure you destroy all of the information on the computer, phone, or tablet, use a secure data destruction utility.Even if you change the hard drive, it's not enough to wipe all of the data.A third-party data wiping program can be used to make sure files are erased from devices.