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When dealing with sensitive information, it’s important to share your documents in a safe way. First, ensure that you only share with people the information they need access to. This will decrease the likelihood that a significant portion of your data will fall into the wrong hands in the case of a breach. Use devices to prevent the unauthorised modification of files. It is possible to use software to encode files if you’re working with another person working on an Excel spreadsheet. This protects the file from malicious or accidental changes and ensures that the numbers are correct.
It’s also a good idea to mark your files with a watermark, which adds an extra layer of security and lets you monitor who’s using your files. You can also add an expiration date to download links, and also remove access after a set period. This will prevent hackers, or employees over here, we explain the importance of a well-structured data room without authorization to keep personal data for longer than permitted by company guidelines. If you no longer need the file, write an instruction manual that instructs your staff on how to rewrite it several times (like shredding the document digitally and degaussing) to ensure that it isn’t capable of being resurrected in the future.
The sensitive information stored on your devices, be it student information, research data or carefully designed spreadsheets and other documents is extremely valuable. If you make a mistake, your confidential information could be viewed by the public, causing financial losses or affecting your reputation.
