Sensitive data can be a tricky thing to handle. You want to make sure that you are taking the proper precautions to keep it safe, but at the same time, you don’t want to make it so difficult to access that it becomes a pain. It’s a delicate balance, but there are some things that you can do to make it a bit easier. If you are responsible for handling sensitive data, here are 8 tips to help you out.
1. Destroying data when no longer needed
When you are finished with a piece of sensitive data, it is important to destroy it properly. This means shredding any physical copies and deleting any digital ones. Make sure that you do this promptly so that there is no chance of the data falling into the wrong hands. Sensitive data needs to be destroyed in a way that makes it impossible to reconstruct, so regular methods like recycling or throwing it away in the trash won’t suffice. Additionally, you should have a process in place for destroying data that is no longer needed so that it doesn’t sit around and collect dust. If you’re not sure how to properly destroy data, there are plenty of resources available online.
2. Encrypting data at rest and in transit
Another way to help protect sensitive data is to encrypt it. This means that the data is turned into a code that can only be decrypted by someone with the proper key. This makes it much more difficult for unauthorized individuals to access the data. You should encrypt both data at rest (i.e. stored on a server or computer) and data in transit (i.e. being sent over the internet). Additionally, you should make sure to use a strong encryption algorithm and keep the keys safe. It’s also a good idea to encrypt backups of sensitive data in case the primary copies are lost or stolen.
3. Keeping data secure in the cloud
If you are using the cloud to store sensitive data, it is important to take extra care to keep it secure. This means choosing a reputable and security-conscious provider, as well as configuring your account properly. When configuring your account, you should enable two-factor authentication and use strong passwords. You should also limit access to the data to only those who need it and make sure that all communications are encrypted. Additionally, you should be aware of the security risks associated with using cloud services and take steps to mitigate them.
4. Access control
One of the most important aspects of keeping sensitive data secure is controlling who has access to it. This means having a process in place for granting and revoking access as needed. Only give access to individuals who need it and make sure that they understand their responsibility to keep the data safe. You should also have a way to track who has accessed the data and when so that you can detect any unauthorized activity. Additionally, you should have a process for revoking access when an individual no longer needs it. If possible, you should also use physical security measures to control access to sensitive data. This might include keeping it in a locked room or using security badges to control entry to a building.
5. Physical security
If sensitive data is stored in a physical location, it is important to take steps to secure the area. This means keeping the data in a locked room or cabinet and making sure that only authorized individuals have access to the keys. Additionally, you should install an alarm system and cameras to deter and detect intruders. You should also consider using security guards if the data is extremely sensitive. If the data is stored on portable devices, you should keep them in a secure location when they are not in use. It’s also a good idea to have a plan in place for what to do if the data is lost or stolen.
6. Training employees
Another important aspect of keeping sensitive data safe is training your employees on proper handling procedures. They should understand the importance of keeping the data secure and know what to do if they see something suspicious. Additionally, they should know how to properly destroy data when it is no longer needed. Employees should also be aware of the physical security measures in place and know what to do in case of an intrusion. Finally, they should know how to encrypt data and keep encryption keys safe.
7. Creating an incident response plan
If sensitive data is breached, it is important to have a plan in place for how to respond. This plan should include steps for containing the breach, investigating the cause, and taking steps to prevent future breaches. Additionally, the plan should include a process for notifying affected individuals and authorities as required by law. Having a well-documented and tested incident response plan can help you minimize the damage from a data breach and prevent future ones. If you don’t have a plan in place, now is the time to create one.
8. Regularly testing security
Finally, it is important to regularly test your security measures to make sure that they are effective. This can be done by conducting vulnerability scans, penetration tests, and social engineering tests. These tests can help you identify weaknesses in your security so that you can take steps to fix them. Additionally, conducting regular security audits can help you ensure that your data is being properly protected. It’s also a good idea to have a security policy in place and make sure that all employees are aware of it. This policy should outline the procedures for handling sensitive data and the consequences of breaching it.
By following these tips, you can help keep sensitive data safe from unauthorized access. However, it is important to remember that no security measure is perfect and that data breaches can still occur. As such, it is important to have a plan in place for how to respond if a breach does occur. By taking these steps, you can help protect your data and minimize the damage from a breach if one does occur.