How do you protect sensitive information?

1 Identify the types of sensitive information

The first step to protect sensitive information is to identify what types of information are considered sensitive and why. Sensitive information can be classified into different categories, such as personal, financial, medical, legal, or proprietary. Each category may have different levels of sensitivity and require different methods of protection. For example, personal information may include names, addresses, phone numbers, or social security numbers, while proprietary information may include business plans, contracts, or patents. You should familiarize yourself with the policies and regulations that apply to each type of information and follow them accordingly.

2 Use secure storage and transmission methods

The second step to protect sensitive information is to use secure storage and transmission methods. This means that you should store and send sensitive information in a way that prevents unauthorized access, modification, or disclosure. For example, you should use encrypted devices, such as laptops, flash drives, or phones, to store sensitive information and lock them when not in use. You should also use secure communication channels, such as encrypted email, password-protected platforms, or VPNs, to transmit sensitive information and avoid using public or unsecured networks. Additionally, you should shred or delete any sensitive information that you no longer need or that has expired.

3 Limit the access and sharing of sensitive information

The third step to protect sensitive information is to limit the access and sharing of sensitive information. This means that you should only access and share sensitive information on a need-to-know basis and with the appropriate authorization and consent. For example, you should not access or share sensitive information that is not relevant to your role or task, or that is beyond your scope of responsibility. You should also not share sensitive information with anyone who does not have a legitimate reason or permission to receive it, such as coworkers, friends, family, or third parties. Furthermore, you should keep track of who has access to sensitive information and for what purpose, and report any suspicious or unauthorized activity.

5 Comply with the laws and standards

The fifth step to protect sensitive information is to comply with the laws and standards that govern the collection, use, and disclosure of sensitive information. This means that you should respect the rights and obligations of the owners and subjects of sensitive information and adhere to the relevant rules and guidelines. For example, you should comply with the privacy laws and regulations that apply to your industry, location, or jurisdiction, such as the GDPR, the HIPAA, or the CCPA. You should also follow the standards and codes of conduct that apply to your profession, organization, or sector, such as the IAPP, the IAAP, or the NDA. By doing so, you will not only protect sensitive information, but also avoid legal and reputational consequences.