Although technological advances have made it easier to store and handle data, securing sensitive documents is a crucial part of the security strategy of any business. It is essential to protect documents, whether in hard copy or digital form, from any unauthorized access. This will reduce the damage an incident involving data can cause.

The most popular method to safeguard files is using password protection. The file appears as a jumbled mess of numbers and alphabets to anyone who doesn’t have encryption keys, but any changes can be made through entering the password. This is particularly beneficial when files have multiple users who are constantly changing them like forms, surveys, or reports.

Another option is to employ an application for rights management that restricts editing printing, editing and downloading. This is especially useful for files shared by contractors and freelancers as well as with third-party agencies in which it can be difficult to determine who gets access to them.

It is also essential to reinforce your security guidelines and communicate them internally when dealing with sensitive documents. Make sure your employees understand that adhering these standards isn’t only a requirement but also an essential aspect of their work. Also, you should have a system in place for ensuring that employees who quit the company or transfer to a different department are not allowed access to sensitive information. This includes removing passwords, collecting ID cards or access keys, and then deleting documents that are no longer required.