Sometimes you have to handle sensitive information when working in a business setting.Your entire organization needs to prioritize security in order to protect it.Make sure the company's employees understand what sensitive information is and how they can protect it.Limit who can access that data and take steps so you're only storing what's essential to your company.
Step 1: It is important that your company's information is protected.
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 may 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 could include formulas or manufacturing processes, your company's financial model, lists of your suppliers, acquisition information, or your sales methods.Consider how long you'll need to keep the information when you decide what to classify it as sensitive.In the case of customer information, it's best to only keep it in your systems for a specific amount of time.
Step 2: There are threats to this data like data theft.
Every aspect of your company should have data security built in.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: You should know the legal requirements for handling sensitive information.
There are a number of statutes that can affect how sensitive data is treated.Make sure everyone is in compliance because these statutes can affect everyone.The Gramm-Leach-Bliley Act requires your company 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 communicated to employees.
Make security a part of the company culture.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 updated, you might want to send an email.You could 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 filing cabinets before they leave.Employees should report possible data breeches.Employees who bring issues 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.All of your employees should know not to give out sensitive information over the phone or email.Discuss how they can spot swastikas.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 account information.
Step 7: Handling sensitive data can be handled by internal systems.
Start by doing a top-down assessment to identify the sensitive information that your company handles, as well as where you might be vulnerable to data loss.Then, 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 access to sensitive information.
In a need-to-know policy, employees only have access to the information they need to do their jobs.Physical security measures like storing paperwork, ID badges, access keys, and security codes in locked rooms are included.Employees are not allowed to take laptops home or send emails that contain protected information from company buildings.
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 and firewalls.All employees are required to use passwords that contain letters, numbers, and symbols.Setting up company computers so they automatically time out after they've been inactive for a certain amount of time is one of the measures.Only people who are authorized to receive it are allowed to 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 there is secure information on them.If an employee uses a laptop to do their job, limit the amount of data they keep on that machine.Employees shouldn't have access to the amount of secure data on their phones or tablets.On laptops and other devices, install a remote wipe facility.You can destroy that data if that item is lost or stolen.
Step 11: It's important that sensitive discussions are kept secure.
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 are allowed to attend the meeting.You can use a private conference room with soundproof walls.
Step 12: You don't need sensitive data.
If it isn't essential to how your company runs, there's no reason to risk 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 a good idea to avoid it.
Step 13: There is a plan for how to deal with a breach.
If there is a security breach or data loss, the plan should detail how you'll keep your business running.In the event of a disaster that might leave 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 if your digital data is more vulnerable to hacking.Take steps to eliminate that risk.
Step 14: Security compliance can be checked with 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 monitor the traffic on the system.Multiple log-in attempts from new users or unknown computers could be a sign that someone is trying to access secure data.
Step 15: All employees should have confidentiality agreements.
Ask each new hire to sign a non-disclosure agreement before they are given access to any trade secrets or client data.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.
New hires are given a handbook or brochure that spells out their security protocol.Don't just expect them to understand it, explain it to them clearly.Maintaining data security is a part of the job description.Talk about laws and internal policy documents.This should include all employees, including workers at satellite offices.
Step 17: When an employee leaves, do an exit interview.
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 need to be revoked by IT.
Step 18: Third party contracts should include sensitive information clauses.
Vendors and suppliers have a responsibility to protect sensitive information if you're doing business with them.When you have to notify them of information that is considered private, make sure you are clear about it.If you use the phrase "all non-public information" in these clauses, you don't have to label every single piece of sensitive data.If your service providers will 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.
Just like with your employees, make sure you only give information to third parties if it's absolutely necessary for them to do their job.This is called a "least-privilege" policy.It's 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 necessary, have visitors sign the NDAS.
Visitors to your company should sign a non-disclosure agreement if they have access to secure information.If an individual violates the agreements later, store them in a file for as long as they're 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 should be limited to secure information.
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: You should be aware of the sensitive information that comes into your business.
You need to understand the entry points in order 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, and banks.That information could be entered through your website, email, mail, cash register, or accounting department.
Step 23: Store both paperwork and digital information securely.
A two-pronged approach is needed for data security.Ensuring that all paperwork is secured is one of the things you need to do.All paperwork should be kept 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 with internet access.If you need to have that information on a computer with an internet connection, make sure it's secured.You can use secure server and cloud storage.It's a good idea to protect client passwords.Passwords should be updated frequently.It's important to keep security software up-to-date.There are software vulnerabilities.You can control the access.It's a good idea to back up information in a secure place.
Step 25: shredding paperwork is a good way to dispose of it.
Don't throw old applications 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: Before you dispose of devices, completely erase hard drives.
To ensure you destroy all of the information on the computer, phone, or tablets, use a secure data destruction utility.Even if you replace the hard drive, it isn't enough to wipe all of the data.A third-party data wiping program can be used to make sure files are erased from devices.