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Management of confidential data exchange is an essential issue that shouldn’t be left unattended. Any lapse in the transfer sensitive data can cause costly and lasting damage to a business’s reputation.
Confidential information doesn’t exist in the privacy of a single place, and your staff must collect and send the data to various parties to serve a variety of reasons. It could be a client’s home address or bank account details or even a medical record that is shared with multiple hospitals. It could also include employee records that are shared with payroll companies or government agencies for various reasons.
Therefore, ensuring that confidential data is properly labeled and protected at all times is crucial to reduce the possibility of security breaches when transferring sensitive information. This is even true when your team must work collaboratively with a third-party that is not familiar with your security protocols.
Ensure all staff handling confidential information are adequately trained on your policies during their onboarding process. They must also continue to receive updates for the duration of their job. This will allow them to make better decisions when they’re confronted with a new piece of information that they’ve not encountered before.
Make sure that anyone handling confidential electronic files must be individually identified with a unique password that prevents access by unintended people. Physical files should be stored in a safe or file cabinet that is locked and only couriers who have confidentiality protocols can access them. It is also a way to avoid unintentional disclosure.