Question

To ensure that it corresponds with the targets of the organization and that the organizational members don’t forget it, culture must be created, maintained or changed continuously. It’s a never-ending process, a cycle of evaluation and change or maintenance. In going through this cycle, how do we ensure the confidentiality of clients’ information as well as our business practices ?

Answer 1

To ensure that it corresponds with the targets of the organization and that the organizational members don’t forget it, culture must be created, maintained or changed continuously. It’s a never-ending process, a cycle of evaluation and change or maintenance. In going through this cycle,

We can ensure the confidentiality of clients information as well as our business practices by following ways:-

1) Control access:- For any information that’s stored digitally it’s incredibly important that you control access to it by using passwords, firewalls and encryption. This is especially important when the information is contained on smaller storage devices such as USB drives that are easily misplaced.

When using passwords to control access to confidential information, you must ensure that they’re both secure and changed regularly. Using easy-to-guess passwords is a mistake that many businesses make and something that you should avoid doing if you want to keep your confidential information secure. The best type of passwords to use are a combination of upper and lower case letters and as well as special characters.

2) Lockable document storage cabinets :- If you need to permanently destroy confidential documents, then a shredder works well but what about documents you need to keep on hand? In this case the best option is to have lockable storage cabinets that only a few select people have the key for. To provide an added level of protection, it’s also a good idea to keep any lockable storage cabinets in a locked room that cannot be accessed by everyone.

3) Secure delivery of confidential documents -Storing confidential documents safely on your own premises is one thing but if they need to be delivered then it’s extremely important that this is done in a secure manner. If it’s physical documents that need to be delivered, then it’s a good idea to use a trusted courier service or ideally have them delivered by someone you trust within your organisation.

For digital documents that need to be sent to a third party, you can either email or use a file sharing program. If you use a file sharing program, then it’s very important to encrypt the documents and make sure you use a trusted service provider.

4) Employee training:- When it comes to confidential data being leaked, often it’s a company’s own employees who are the biggest risk. This isn’t necessarily due to malicious reasons either; often it’s simply because the right training was not provided.

When training your employees about protecting confidential information, it’s a good idea to start first with explaining why data confidentiality is so important and then provide training about the practical aspects of data protection i.e. using secure passwords, destroying of documents etc