Confidential information in the workplace is passing through every computer, copier, workstation and a myriad of other spaces every moment of every day. In fact, this happens so often that we have become desensitized to the sensitivity of this information.
In this blog we will help raise your awareness of different areas where we should remember that we deal with confidential information and failure to handle this information correctly can lead to exposure to information we are accountable for.
By becoming more aware of our habits and how we handle information, we can develop an environment where confidentiality becomes a priority and the opportunities for theft are kept to a minimum.
So let’s take a look a few areas that we believe are some of the most vulnerable.
1.Shared Computers: Open concept offices, shift changes and shared spaces may have shared computers as well. This brings in the vulnerability of an employees confidential data being compromised, through folders and files that may be inadvertently used along with many other potential exposures.
2. Printers and Copiers: With today’s technology, most printers and copiers are equipped with a hard drive that allows them to store information for various uses. It is important to remember this when time to dispose of the device. Remember to dispose of them in the same manner as a computer hard drive. The next thing to remember regarding these devices is a simple one, yet it needs to be addressed. Often a copy is made or document is scanned to email and then inadvertently left on the copier, only for the next person who comes along to find it. We would suggest implementing a policy of what happens to these documents if found on the copier.
3. Trash Bins: Do employees toss confidential documents into unsecured garbage bins? Despite privacy laws, a survey by an office supplies company showed that almost half of organizations were not destroying data before they disposed of it. We highly reccommend implementing a shred-all policy where all paper is placed in a secure bin for destruction, removing the decision-making process of which documents are OK for the trash and which are not.
4. Tidy Desk Policy: Sensitive information (left out on surfaces or visible on computer screens) was visually hacked in 88% of attempts in the Visual Hacking Experiment. Keeping confidential information on a screen, desk or out in the open where folks can easily see, is one of the top vulnerabilities that any office can face. Implementing a tidy desk policy will help keep confidential in its place and away from the eyes of those who should not see it. Keep in mind that sub-contractors are often walking through the workplace which brings in added potential for exposure.
These are just a few things to consider and to get your mind thinking about the potential risk of exposure in the workplace. Carefully consider outside entrances, areas of client interaction and third party activity when looking for potential breech opportunities. Start with limiting these areas that we have mentioned and you are well on your way to a more secure, less vulnerable workplace.
Looking to add secured document destruction bins to your facility? Providing secured document destruction services to Northern Kentucky and Greater Cincinnati area, Dayton and Lexington areas, we would love to help keep you safe, secure and protected. Give us a call today.