Storage of Sensitive Information

Proper information storage is a crucial part of your digital safety. Where and how you store your electronic data can drastically change how secure your computing environment is. You could password all your files, lock your computer, and keep everything backed up, but if you leave a piece of paper at your desk listing all of your passwords, what good is all that security? Likewise, if your computer area is secure, yet your files are easily accessible, you are not doing yourself any good.

Password-protect documents with a "good" password

Microsoft Office and other applications offer the ability to password-protect documents. While this is not the best protection, it is better than no protection at all, and will thwart any casual users from viewing the contents. There is no real need to password protect all documents; A list of your weekly grocery shopping isn't high on the list of protection, yet if you have a file storing information on your credit cards, or social security numbers, then it should be password protected for your safety.

Don't store sensitive information in a public place

Computer users most often store sensitive data on their home computer. This data can range from their social security number, to credit card information, bank accounts, and so forth. It is imperative to the security of the data that the necessary precautions are taken to ensure the integrity of the system. These precautions include locking the computer to ensure no unauthorized access, password protecting zip files to keep stored data safe, and knowing who has access general to your PC. It is best to just play it safe and don't take chances when it comes to the security of your home computer.

Your data is not just stationary at your house. Sometimes you need to bring files to work on a floppy disk, or burned onto a CD. In these situations, take extra measures to keep the data protected. You can lock the disks in your glove compartment, keep them in your briefcase or bag, or better yet, just keep them with you, in your hands, so you absolutely know where your data is at all times.

Keep any removable media (floppy disk, memory card, etc.) in a secure place

Removable media can range from a floppy disk, all the way to a portable hard drive device. It is anything that holds your data that you can take with you, and needs to be looked after with much care. As with media storage in your car, protect your portable data at your workstation as well. Lock disks with sensitive information on them inside of your desk, or in some other place not easily accessed by others. Leaving the portable storage devices open to the public is the same concept as storing sensitive data on the shared folder; while you assume people wont look at it, you can never be too safe, and its best to take precautions to avoid a harmful situation.

When you lock your media in your desk, remember to keep the keys with you at all times.

A locked desk is no good if the keys are sitting right next to the lock, so keep the keys with you, ensuring the safety of your data.

Be aware when storing sensitive information in a department's shared folder

Your department drive is a great way to transfer files between coworkers, or to store your work related data on the department network. When putting files on the drive, keep in mind that anyone who has access to the shared folder can view their content.

Place files on the shared folder with the mindset that everyone will look at your files. Even if you know your co-workers, and trust they won't look, it is better to be safe than sorry. In certain situations, it might not even be intentional. Someone could open the wrong file, and in turn, view your information that you wanted kept secure. Protect yourself now, so an unwanted situation does not occur.

You are working hard to keep your computer secure, but at the same time, do not assume your co-workers are doing the same thing. If a malicious computer user was to get access to their workstation and view your sensitive data on the shared drive, the files would be at the mercy of the malicious user. As such, do not share files that, if compromised, your jeopardize your personal security and privacy.

Last Modified: May 7, 2008