How To Keep Confidential Information Confidential?

In recent times, lots of confidential data has been leaked due to security breaches in major companies. In a lot of cases, carelessness on behalf of the company and the employees has resulted in the spreading of confidential and top secret information. Protecting and maintaining the confidentiality of not just the trade secrets but also personally identifiable information such as addresses and other private information is essential for every company, big or small.

Here are some practical steps that can be taken to protect information.

1. Log Off
Many times employees forget to log off from their systems making the systems vulnerable to attacks from both outside the company and inside. Open computers and accounts give people free access to confidential files and sensitive information.

2. Encrypt confidential emails
Encrypted emails designate which employees have access to the files, preventing sensitive information from reaching unintended recipients. This can be used on a wider scale by making sure all the employees encrypt emails to secure sensitive data in all the levels of the company.

3. Label Confidential Information
Label all sensitive documents, soft copies and hard copies, clearly to avoid any form of misunderstandings. Make it a habit to tell people that the information is confidential and that it cannot be repeated.

4. Keep track
Once the information has been shared with the appropriate individuals, keep a track of what information was shared and when. This will help in tracing unauthorized disclosures of information and return or destroy information at the end of an agreement.

5. Employee Contracts
Nondisclosure agreements signed by the employees at the very beginning ensures that the employees will not reveal any sensitive information during or after the agreement. Such agreements should be carefully crafted, clearly defining what is considered confidential or sensitive and the protocol to be followed while handling such information.

6. Backup Options
Choose a cloud based computer software that offers multiple backups and firewall options. This way even if one storage option fails, there are other backups available and cyber security is stronger.

7. Data Room
 Create a room meant for the storage of sensitive and confidential information, both soft copies and electronic data. Restrict the access to this room to keep the information secure and away from privy eyes.

8. Easy to use systems
If every system in the company is encrypted or if every employee is expected to encrypt their work, make sure the systems used for this are easy to use. Complex and complicated systems lead to silly mistakes that might be harmful to the company.

9. Train your employees
Ingrain the importance of confidentiality in your companies mission and train the employees to follow protocol. Make sure all the employees are well versed with the procedures pertaining to sensitive information and constantly update them about any and all changes.

Safety and security of sensitive and classified information is not that difficult if one takes the necessary steps from the beginning.