When dealing with sensitive information, it’s essential to share documents in a safe way. First, ensure that you only send people the information they need access to. This will lessen the risk that a significant portion your data is lost to incorrect hands in the case of a breach or leak. Use devices that prevent any unauthorised modifications to files. There are applications that can encode files when you and another person are working together in an Excel spreadsheet, for example it protects against accidental or malicious changes as well as ensures the numbers remain exact.

It’s also a great idea to watermark your files which adds an extra layer of security and lets you identify who is accessing your files. You can also add a date of expiration to download links and then deactivate access after a set period. This will prevent employees or hackers without authorization from keeping personal information for longer than permitted by company guidelines. Create a manual that will guide your employees on how to delete a file several times.

The sensitive information on your devices, irrespective of whether it’s research data, student information or carefully designed spreadsheets and other files, is extremely valuable. If you make a mistake, your confidential information could be made available to the public, causing financial losses or tarnishing your reputation.

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