POPIA
DIY
WEEK 3:
Clearing the clutter – how to manage personal information on paper
The reality is that there are criminals, called ‘dumpster-divers’, who lurk outside office buildings and on landfills, looking for pieces of paper with personal information (PI) on it. A great deal of PI is printed or written on paper. Think about it. Customer forms and files, invoices, notes, test results, appointment books, faxes. They all contain PI and must be kept secure.
This week we are going to look at how you secure PI on paper and in files.
WHY?
The POPIA says that PI must be kept secure. This means that you must make sure that PI does not fall into the wrong hands or that you do not accidentally delete or lose PI.
IDENTIFY SECURITY RISKS
Review the processes in your business where you use paper. Can you identify any security risks, for example, instances where the wrong people can read confidential information on a file? Use your Risks Master tab to list these.
Here are a few security improvements you can easily make:
1. Shred it
If you don’t have a shredder, buy one, or retain a shredding service (they will provide you with a locked bin for papers that they will fetch when it’s full and they will shred the papers for you). It should be a hard rule in your business that all paper containing PI should get shredded when you’re done with it.
2. Lock it
Lock your filing cabinets, drawers, and offices when not actively in use. Even when you go to the bathroom.
3. Restrict access
Don’t let just anybody into your administrative area. Make sure that only those who really need access to files or accounts, have it.
Don’t allow any outsiders ‘behind the counter’.
4. Clean desk at reception
Keep your appointment book, customer files, and accounts out of the public eye. Rather keep your appointment book electronically.
5. Keep it confidential
Don’t discuss customer details in person or on the phone in an area (like reception) where others can overhear.
Your customers trust you with their sensitive, confidential PI. If you lose their trust, you lose them.
SHRED IT, DON’T
SPREAD IT
Need to motivate your staff to shred paper records when you no longer need them?
Shreddy Kruger can be quite convincing.
Remember that you have a free one-hour consultation included with this programme!
Use it, and contact us if you have any questions about this week’s topic.