As we always highlight here, the process of document management it is of paramount importance for the organization and security of information of any type of company. The perfect execution of this management occurs when knowing what is the value of confidential documents for companies.
It should be noted that when we talk about value, we are not referring to the price of confidential documents, but to the importance they carry for the progress of business. In fact, information is a company's most important asset, since its leakage can lead to fraud and a whole series of serious inconveniences, even discrediting the brand before the public and also the market as a whole.
With that in mind, we prepared this article, telling you everything you need to know about confidential documents and also the best ways to protect them.
Good reading!
What are confidential documents?
As confidential documents, we can understand those whose content it can only be known and accessed by a limited number of people. This type of document contains the company's most valuable information, the leak of which could trigger consequences terrible for business – and that is precisely why these items require extremely strict security measures.
The security policies for this type of document are carefully established, and it is as if different levels of access permission are established – often, only members of a specific department of the company are authorized to deal with this documentation.
Although this concept may seem somewhat self-explanatory, the truth is that there are other types of documents, and it is relatively common for there to be some confusion between them.
Restricted documents
Restricted documents are those whose content is accessible to all company employees, but only to them; therefore, sharing this information with customers, suppliers and others is prohibited.
ostensive documents
The information contained in the overt documents does not pose any risk to the company – therefore, there is no problem in disclosing it publicly, and it may even be recommended, for transparency purposes.
Most important types of confidential documents
Depending on the company's profile, there may be different types of documents classified as confidential. However, there are five recurring types, which are worth mentioning as the main ones.
Bank information
Strictly speaking, all information of a banking nature, regardless of whether it is personal or corporate data, must be classified as confidential and be subject to the most severe access criteria, storage and discard.
This is because the leakage of this information can lead to serious consequences, such as identity theft, cloning of credit cards and a whole series of scams and frauds, capable of causing great harm to the company – and also to its customers. In fact, the prevention of crimes against digital security are among the most relevant concerns of today's society.
Tax declarations
Keeping tax records for at least five years is a legal obligation for any and all companies or contractors. These documents are of paramount importance for the accountability processes to be conducted properly, and therefore, their security must be among the highest priorities of the company.
Customer information
Like bank records, customer data also contains valuable information that, once unprotected, can be targeted by cyberattacks. Addresses, CPFs, credit card numbers, among other personal data of the client must be classified as confidential, in order to protect him from possible criminal attacks.
Employee information
Like customer data, employee data also reveals valuable personal information and, for the same reasons, must be preserved.
Contracts and business documents
The contracts contain all the information pertinent to the commercial relations between the company and its customers. From the values of the service provided, through the terms of adhesion, to personal information of both parties are at stake – therefore, it is essential to classify these documents as confidential.
The 4 degrees of confidentiality of classified documents
As important as ranking the most valuable company documents as confidential is to establish the degrees of confidentiality of these records:
- degree 1: low sensitivity documents, which can only be accessed by authorized personnel;
- degree 2: documents of medium sensitivity, which can be accessed with specific authorization;
- degree 3: high sensitivity documents, whose access requires special authorization and restricted access;
- degree 4: ultra confidential documents. Its access is limited only to a small number of people, and only with authorization from the highest echelon of the company.
How leaking data from sensitive documents can harm a company
We have already talked about how the exposure of sensitive company files can lead to fraud and attacks against the security of your data. However, this subject needs to be deepened, especially if we consider the data exposed by the Varonis Data Lab research, in its research Data Gets Personal: 2019 Global Data Risk Report.
The study was carried out in 785 companies from 30 different countries – including Brazil. After analyzing 54 billion documents, it was revealed that more than half of these organizations kept more than 1000 sensitive files exposed, indiscriminately, to all employees.
This reveals a serious problem, since the ease of access to this type of file represents alarming levels of risk, as criminal practices such as phishing become more difficult to avoid.
It is worth remembering that, in addition to the risks of virtual attacks, another unwanted consequence for companies that neglect the security of their information may come from the LGPD itself, or the General Data Protection Law, which, in addition to establishing the necessary security criteria, also establishes fines for cases of non-compliance.
How to archive and store confidential documents
So that you can make a good management of your documents, we will present below some good storage tips and archiving of your information.
digital confidential documents
Organize your confidential documents digital It can be quite easy if you follow all the steps below:
Scanning of documents
Scan your company's documents is one of the most efficient ways to keep them safe and avoid both human errors and wear and tear over time.
Cloud data storage
Cloud storage eliminates the need for a physical location for guard files, representing a solution ideal in terms of practicality and security for document management. It is possible to define different access levels for each file, which is extremely favorable for protecting company information.
security applications
It is necessary to understand that the technology is vitally important for data security. Therefore, the tools used need to be selected very carefully: good management software, antivirus and firewall are among the main investments in this regard.
Hiring a document management service
Finally, we cannot fail to highlight the importance of hiring a good document management service. With all your document information integrated into a centralized platform, the process of managing your files is much more organized, fluid and secure.
Physical confidential documents
Companies that still need to deal with physical documents because they have not completed the transition process between analogue and digital can also safely archive their sensitive documents:
Define archiving methods
For each type of document, there is a form of archiving specific. It is necessary to evaluate some important factors, such as the storage time required by law; the need for recurring handling; if the documents are just Physical or if there are digital copies.
Establish storage locations
When choosing the physical space for which your confidential document will be destined, consider all the factors that may influence its integrity, such as ventilation, temperature and humidity. The use of folders, envelopes, labels and boxes should also be defined according to the need for your documentation.
Create access rules for confidential documents
To protect the confidentiality of your physical files, it is necessary not only to define access rules, but also to enforce them. Consider how different spaces relate to your company's internal processes. Standardize procedures and instruct your employees correctly.
Standardize document naming
A standardized nomenclature is essential for documents to remain well organized. Remember to create an easily identifiable format that is consistent with your company's routine.
How to dispose of your sensitive documents
O discard of the confidential documents of the company requires as much care as its maintenance. After all, if not discarded properly, that information can still be appropriated by third parties and used with bad intentions.
The most appropriate ways to dispose of documents in a safe and sustainable way are incineration and mechanical destruction. There are many companies that specialize in this type of service.
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CEO of Henshin Agency and digital marketing consultant, fascinated by content marketing and an admirer of Japanese culture.
