Sensitive information refers to any data that could cause harm if disclosed or modified without authorization. This includes confidential business information, personal data, intellectual property, and more. While not formally classified, sensitive unclassified information still requires protection due to privacy, proprietary, ethical, or security reasons.
It’s crucial for organizations to protect sensitive information for several reasons:
- To comply with regulations like HIPAA, GDPR, and more that require safeguarding of sensitive data
- To uphold duty of care responsibilities and avoid legal repercussions
- To maintain trust and preserve reputation with customers, partners, and stakeholders
- To sustain competitive advantage by securing trade secrets and intellectual property
- To minimize financial losses from compromised information
- To prevent unauthorized access that could lead to identity theft or other cyber threats
Given the risks of failing to protect sensitive data, organizations must make it a priority to implement robust policies, training, and security controls around this information.
Physical Security
Protecting sensitive information from physical access or security threats is critical. Some best practices for physical security include:
Locking cabinets and drawers where sensitive information is stored when not in use. Use high-quality locks and restrict the number of employees with access. According to the article “Best practices for effectively securing sensitive data” (source), access controls should be defined based on data classification.
Using secured rooms or areas of the building and controlling access. Only employees that need to access the sensitive information should have access to the room. The room should have security measures like locks, cameras, alarms etc. The SDSU Physical Security guide (source) recommends knowing your devices, encrypting devices, and locking screens.
Limiting access to sensitive documents and materials to only employees that need it. Unnecessary access increases chances of data breaches. Set policies for handling sensitive data like shredding unneeded documents.
Digital Security
Encryption can help protect sensitive data at rest, in transit, and in use. Encryption transforms plaintext data into ciphertext that cannot be accessed without the proper decryption key. Organizations should implement strong encryption policies, like using AES 256-bit encryption, and require encryption for data in transit and for data at rest like databases, file shares, and backups (Source). Endpoint and network encryption solutions provide additional security.
Access controls like multi-factor authentication, role-based access, and password policies help prevent unauthorized access to systems containing sensitive data. Organizations should implement a principle of least privilege, only granting access to authorized users on a need-to-know basis. Network segmentation, intrusion detection systems, and next-gen firewalls add further network protections (Source).
Cloud Security
The cloud offers many benefits but also comes with risks that need to be understood and mitigated. According to a Microsoft article, “The shared responsibility model defines what security tasks are handled by your cloud service provider and which ones are owned by you.”[1] It is important to enable encryption, especially for sensitive data. The Microsoft article recommends to “Encrypt data in transit…[and] encrypt data at rest.”[1] Limiting sharing is also critical – only grant access to those who need it. A CIO article suggests to “establish policies on sharing documents and set document permissions to prevent exposure.”[2] With proper cloud security measures in place, organizations can safely leverage the cloud while protecting sensitive information.
[1] https://www.microsoft.com/en-us/security/blog/2023/07/05/11-best-practices-for-securing-data-in-cloud-services/
[2] https://www.cio.com/article/288469/5-tips-to-keep-your-data-secure-on-the-cloud.html
Email Security
Email is one of the most common ways sensitive information is shared, so securing email access is crucial. Some best practices for email security include:
– Require strong passwords – the longer and more complex, the better. Passphrases over 12 characters are ideal.
– Enable two-factor authentication for email accounts to add an extra layer of protection.
– Train employees on how to identify and avoid phishing emails which seek to trick users into sharing passwords or sensitive data.
– Encrypt email content and connections using TLS or similar protocols to prevent interception.
– Control access to shared mailboxes and limit sending rights to prevent compromised accounts.
– Use email filtering to block dangerous attachments and links which can deliver malware.
– Never open links or attachments unless you can verify the source and are expecting them.
– Avoid sending sensitive data over email when possible – use more secure collaboration tools instead.
Following strong email security practices is essential to protect sensitive information from unauthorized access.
Collaboration Tools
Collaboration tools like online documents, chat, and project management systems make it easy for employees to work together and share information. However, this also increases the risk of sensitive data being exposed. When evaluating collaboration tools, look for the following security features:
Limit access by restricting sharing capabilities and setting granular permissions. Tools like Microsoft Teams allow administrators to limit document access and sharing.
Enable encryption to protect data in transit and at rest. Services like ClickUp encrypt all data and support two-factor authentication.
Review activity logs and audit trails to detect suspicious access. Asana provides visibility into file access, edits, and sharing.
Other critical factors are support for single sign-on, data loss prevention, and integration with existing security controls. Overall, the most secure collaboration tools balance ease of use with robust security capabilities.
Third Party Access
When granting third parties access to sensitive data, organizations should have a rigorous vendor risk management program in place. This involves thoroughly vetting vendors before sharing any confidential data. Companies should start by assessing the vendor’s data security practices, including encryption protocols and compliance with regulations like HIPAA and PCI DSS. Requiring third parties to sign non-disclosure agreements is also essential.
According to Broadcom, “Business relationships can be established and system access may be provided without the knowledge or review of your information security team.”1 To mitigate risks, organizations need to monitor vendors continuously and automate the process where possible.
UpGuard recommends establishing “minimum security requirements” for vendors before granting them access. Encryption should be mandatory when transferring sensitive data to/from third parties. Data loss prevention controls and access limits based on least privilege principles are also best practices.
Employee Training
Employee training is a critical component of any data security program. Frequent, comprehensive training ensures employees are aware of security protocols and understand the importance of protecting sensitive information (Data Security and Management Training: Best Practices). Training should cover key topics like compliance regulations, proper data handling procedures, and consequences for violations. For example, training might explain laws like HIPAA and GDPR that require protection of personal data. It should outline specific guidelines for accessing, storing, sharing, and disposing of sensitive information. And it must warn employees that failure to follow protocols can result in disciplinary action or even legal repercussions.
Training is most effective when customized based on employee roles. Data entry staff, developers, executives and others have different needs. Training should use relevant examples tailored to each group’s responsibilities and access. Refreshing trainings frequently, such as annually or whenever policies change, helps keep security top of mind. Successfully fostering an organizational culture of consciousness regarding data protection requires making training continuous and engaging (How to train employees on data security awareness). With the proper training program, organizations can empower employees to be their first line of defense when it comes to safeguarding sensitive information.
Security Audits
Regular security audits are crucial for identifying vulnerabilities and ensuring sensitive information is properly protected. According to Security Audits: A Comprehensive Overview, audits work by testing whether an organization’s systems adhere to defined security criteria. There are two main types of audits:
Penetration testing attempts to exploit vulnerabilities to determine how secure systems really are. Ethical hackers simulate cyber attacks to uncover weaknesses. As explained in How to Conduct a Security Audit, penetration tests assess infrastructure, applications, networks, people, and physical locations.
Compliance audits verify that security controls meet legal, regulatory, and policy requirements. Checklists are used to methodically evaluate each control. According to What is a security audit?, this involves examining access rules, data encryption, patch management, authentication methods, and more.
It is important to track remediation of found vulnerabilities. Audit results should clearly outline suggested fixes and a timeline for implementation. Follow-up should confirm issues are fully resolved.
Incident Response
Organizations need strong and standardized incident response plans to react quickly and effectively in the event of a data breach or other security incident. An incident response plan outlines roles, responsibilities, and procedures for containing a breach, investigating its root cause, mitigating further exposure of data, and meeting legal obligations for notification.
According to the FTC’s Data Breach Response Guide, companies should have a plan ready to execute immediately when a breach occurs. The plan should designate who will lead response efforts and have authority to make decisions. It should cover how to identify affected information systems, determine the scope of compromised data, stop additional data loss, communicate internally and externally, document response activities, and initiate recovery efforts.
Legal obligations for data breach notification vary between states and countries. However, most breach notification laws require informing individuals whose sensitive personal information was exposed, as well as relevant regulators, within a short timeframe after discovery. Companies must be ready to provide details on the breach’s timing, affected data types, number of impacted people, and measures being taken to address it.