Protecting personal data is crucial for any organisation. A personal data breach can be costly, both financially and reputationally, and addressing it can divert significant resources. While it may not be possible to prevent every breach, implementing these 12 steps will significantly reduce the risks.
1. Secure Data Storage
Ensure that personal data is stored securely, preventing unauthorised access or alteration. Simple measures include:
Locking sensitive paperwork in secure cabinets.
Using strong passwords on devices and accounts.
Encrypting sensitive data to protect it from theft or loss.
For guidance on securing data against heightened cyber threats, consult resources from the National Cyber Security Centre (NCSC).
2. Adopt a Clear Desk Policy
Encourage staff to avoid leaving sensitive information unattended. Documents, post-it notes, and files should always be stored securely. A clear desk policy can minimise the risk of sensitive data exposure in shared or public workspaces.
3. Implement a Remote Working Policy
With remote work becoming more common, ensure staff understand how to handle personal data securely outside the office.
Key measures include:
Enabling two-factor authentication on all devices.
Using encrypted connections for accessing company systems.
Establishing policies for secure use of personal devices.
4. Maintain an Up-to-Date Address Book
Regularly ask customers or clients to update their contact details. This reduces the chances of sending sensitive information to outdated or incorrect addresses.
5. Standardise Document Naming Conventions
Create clear and consistent naming conventions for documents. This reduces errors such as attaching the wrong file to an email, enhancing accuracy in data handling.
6. Carefully Redact Data
When sharing documents, ensure that redacted information cannot be recovered. Double-check redactions by testing files to confirm sensitive data is fully obscured.
7. Use Blank Templates
Store blank templates separately from pre-filled ones to prevent accidental disclosure of sensitive information. Always save new copies of templates for each use to avoid overwriting existing data.
8. Restrict Data Access
Review access controls regularly to ensure that employees only have access to the personal data required for their role. Limiting access reduces the likelihood of accidental or malicious data exposure.
9. Provide Staff Training
Data protection is everyone’s responsibility. Offer regular training sessions to ensure staff understand best practices, legal requirements, and the importance of handling personal data carefully.
10. Back Up Your Data
Securely back up personal data in an off-site location. In the event of a fire, flood, or cyber-attack, backups ensure data recovery and business continuity.
11. Prevent Data Theft by Ex-Employees
Employees taking data when they leave is a common issue. Protect your organisation by:
Including restrictive covenants in employment contracts.
Ensuring access to systems is revoked immediately upon departure.
Monitoring for unauthorised attempts to extract data.
12. Be Discreet in Conversations
Avoid discussing sensitive matters in public or where you can be overheard. Similarly, ensure you don’t disclose personal data to someone without verifying their right to know.
Final Thoughts
By taking proactive steps to secure personal data and training your team to handle it responsibly, you can significantly reduce the risk of a breach. These measures not only protect your organisation from potential legal and financial consequences but also build trust with your customers and stakeholders.
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