When working in industries like healthcare it’s important to keep everyone in the building safe but don’t forget about all the documents you need to keep classified. This goes for banks, pharmacies, clinics and many other fields who deal with confidential data and interactions. How do you protect sensitive information?  Everyday over 4 million files of data are breached, whether lost or stolen, and the number is rising at an astronomical weight. Although you might think downloading the most advanced software to protect your computers and electronic information is secure enough, what about protecting from direct physical access?

Your first line of defense for these properties might not be the malware of the century. In the building where physical files and records can be taken, you need to think about securing the places you keep these documents. Before we dive into that, let’s review some fundamental ways to protect your sensitive information.

Protecting data 101

Stay updated and educated

When dealing with classified information regularly you should stay up-to-date on the latest and most intuitive technology. The ability of hackers in today’s world is almost unimaginable. Everyday it seems like there has been another hole found in the computer security systems; however, the security software quickly combats the discrepancies. Do not put off updating your existing software or even switching to the more effective and advanced security software. Always be aware of current events in the technology and cyber security world so you are relevant and on your toes for any possible threats.

Be aware of the data that leaves your building

With today’s on-the-go lifestyle being the majority, many companies have tablets, laptops, even phones that are distributed by the employer. These devices are used within the workspace with possible access to a lot of sensitive data. What happens when that device leaves with the employee at the end of the work day? You should be aware and able to track all your data especially those files that are being transported.

When the employee leaves with a work-based device they could be connecting to an unsecured wireless connection, browsing the web or even allowing others (like spouses, friends, etc) to use the device. All of these can turn into threatening factors due to the doors they are opening within the computer’s security system. Take time to educated employees on the importance of protecting sensitive data, explain the law requirements of private data, and always keep an open communication.

Be organized

You may have hundreds of files that are considered sensitive (many times an abundant more) so staying organized is vital in keeping track and securing your data. This refers to organization with your computers and electronic files, as well as, physical files. There are many categories within data dubbed “classified.” Be sure to stay on top of the consistency and overall understanding by any employee who handles the files. Keep track of who has what level of clearance and access to confidential information, and create an environment of trust, awareness and overall cautious care.

Keep as much sensitive information in a confined space with limited access. Which leads us to the first line of defense when securing sensitive information.

Protecting sensitive information through secure environments

The computer and electronic data isn’t the only way for security breaches to occur. Many times the confidential information within files and data are physically in your workplace. To ensure these documents remain private you must take a step outside of the tech realm. Implementing an access control system can take your security to a higher level and help create a more organized, intuitive and secure system for all your classified information.

The Herring Technology access control system helps secure your building through keyless entry, high-tech data tracking and effective control over who enters the premises. As one of the latest and most popular means of security, we have equipped many businesses throughout Nashville and middle Tennessee with the technology to protect their assets. This not only ups the security it also eases the stress of keys and deadbolts.

For example, in a hospital you are unable to create a universal key due to the privileges of different employees. A nurse may need a key to the main entryway, the supply room and lounge but may not be allowed access to the surgeon’s patients’ files. How do you track so many keys and ensure copies aren’t being made and distributed? You can’t; it is simply a daunting task with ambiguous conclusions. By utilizing the access control system you are now adding convenience and security to those you work with and those you serve [link to protecting your employees post].

One of the key benefits of utilizing an access control system within your property is the ability to assign various clearance levels for all employees. You are able to distribute badges, fobs, or use advanced biometrics readers and restrict access to certain areas with classified information. This way you are able to clearly track who has the access to what area and track those who enter. By using the access control system you can easily keep record of times, entrances, exits and productivity reports. With organized information, easily tracked admittance and overall control of your environment you can limit the risk of any security breaches.

Get secure today

Herring Technology offers an array of security systems for many properties including:

  • Business and commercial
  • Residential buildings
  • Hospitals and healthcare
  • Educational
  • Hotel and hospitality
  • Property management buildings

All of which require high-quality security systems like the access control system, and the recommended camera security system among other designs to protect you and your business.

Not sure where to start? Let us help you review, consult and design a security plan and help you stay protected.

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