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How do you protect sensitive information?

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As an administrative assistant, you may handle sensitive information on a daily basis, such as confidential documents, financial records, personal data, or trade secrets. Protecting this information is not only a matter of trust and professionalism, but also a legal and ethical obligation. In this article, you will learn some practical tips on how to safeguard sensitive information and avoid potential risks and breaches.

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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.

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Dawn Damon

Show up in the world in a way that makes you proud. Speak words that you wouldn't be ashamed to hear repeated back to you.
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I worked in a nonprofit organization for many years and dealt with different types of sensitive and private information. On my computer, any work I completed was placed in the Executive Assistants computer to be locked in her files on her computer. The only people who had access to the locked files were her and the CEO. I also copied to a personal drive and that was placed in the locked cabinet at the end of the day. My computer had many layers of security but I also had substance abuse/mental health/justice department clients in my office most of the day so security was very important. There were many tasks that were only allowed to be completed in a certain office with cameras and locked doors as well. So security is very important!

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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.

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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.

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Monique Schmitt
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Be the gatekeeper! The only ones who should know your managers’ whereabouts are your manager, their family, and you. Anyone else, even direct reports, are strictly need to know. Let’s say you see a lunch in your manager’s calendar with the head of another business line (BL) and the admin reporting to that BL is asking about where their manager is. If that manager didn’t tell them, you shouldn’t either unless you confirm with your manager. That’s how you gain trust and confidence within your organization and among peers.

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4 Educate yourself and others on best practices

The fourth step to protect sensitive information is to educate yourself and others on best practices. This means that you should stay updated on the latest trends and threats related to sensitive information and learn how to prevent and respond to them. For example, you should be aware of the common types of cyberattacks, such as phishing, malware, or ransomware, and how to recognize and avoid them. You should also know how to create and use strong passwords, how to backup and restore your data, and how to report and handle any incidents or breaches. Moreover, you should share your knowledge and skills with your colleagues and clients and encourage them to follow the same best practices.

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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.

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Lauretta J Karen

First Class Honours- BSc Social Psychology | Data Protection Administrator | Experienced in Data Privacy, Compliance & Collaboration
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Learn about data protection and sign up to free resources and alerts. There are data protection laws or general data protection regulations for many regions and there are many free online resources and seminars that will quickly ensure that you are complying with the handling of sensitive information. With this training and awareness, you will quickly identify sensitive information and be more efficient when categorising data. You will also keep yourself, others and the company safe.

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6 Review and update your practices regularly

The sixth and final step to protect sensitive information is to review and update your practices regularly. This means that you should monitor and evaluate the effectiveness and efficiency of your practices and make improvements as needed. For example, you should conduct periodic audits and assessments of your storage and transmission methods, your access and sharing policies, your education and training programs, and your compliance and reporting procedures. You should also seek feedback and suggestions from your stakeholders and experts and implement them accordingly. By doing so, you will ensure that you are always following the best and most current practices to protect sensitive information.

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Jennifer Sullivan - MBA

Loan Officer Assistant @ Navy Federal Credit Union | MBA
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It’s so important to update your procedures and practices consistently. The world is ever changing, how we work day to day changes too. Build templates, send out updates to your employees - make sure that your team is trained on new ideas and it doesn’t feel like they don’t have a say in upcoming changes. Embrace the creativity that can be found in allowing others to help you build. Too often I’ve walked into a company and been told, “That’s just how we’ve always done it…” Challenge the norm, and find a better way to make yours or someone else’s life a bit easier at the end of the day.

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Lauretta J Karen

First Class Honours- BSc Social Psychology | Data Protection Administrator | Experienced in Data Privacy, Compliance & Collaboration
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Learn from mistakes. When there have been data breaches or not so best practices, investigate and find out why instances took place. That way you can implement best practices tailored to your company.

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Eduardo Wade

Legal Administrative Specialist - Department of Justice - U. S. Attorney’s Office Northern District of Texas
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How to protect sensitive information? - Easy! By not stating in public how you protect it. Follow me for more.?? ………………………………………………………………………………………………………………………………..:.:::………………………………………………..………………………………………………………………………………………………………………………………..:.:::………………………………………………..………………………………………………………………………………………………………………………………..:.:::………………………………………………..………………………………………………………………………………………………………………………………..:.:::………………………………………………..…………………………………………………………………

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you protect sensitive information?

1

2

3

4

5

6

7

1 Identify the types of sensitive information

2 Use secure storage and transmission methods

3 Limit the access and sharing of sensitive information

4 Educate yourself and others on best practices

5 Comply with the laws and standards

6 Review and update your practices regularly

7 Here’s what else to consider

Administrative Assistance

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How do you protect sensitive information?

1

2

3

4

5

6

7

1 Identify the types of sensitive information

2 Use secure storage and transmission methods

3 Limit the access and sharing of sensitive information

4 Educate yourself and others on best practices

5 Comply with the laws and standards

6 Review and update your practices regularly

7 Here’s what else to consider

Administrative Assistance

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