Filing and Records Management

4. Security

In any business, some information needs to be kept confidential, with access restricted to certain employees, or kept from outsiders.

Files which may be taken home, whether by directors, managers or junior employees, are a particular security risk.

4.1 Confidential documents must be kept in locked cupboards or filing cabinets.

• Have a simple way of classifying and marking confidential files. For example, by adding an asterisk after the file's name.

4.2 Confidential material in computer files can be given appropriate levels of protection (see Security and the Internet).

• Some popular operating systems allow files to be locked and protected with passwords. For example, Windows NT.
• Files can be compressed and password protected, using utilities such as WinZip.
• If appropriate, encode high security files, using encryption software. Even free encryption software can give almost unbreakable protection. Free software can be downloaded from reputable sites such as www.tucows.com or www.download.com.

4.3 You must have back-up systems in case of loss, theft or damage to files.

• Regular computer back-ups (to floppy, CD Zip drive or tape) are essential.
• Back-up copies of important files must be stored in a secure, off-site location.

4.4 Install virus protection to safeguard information stored on computer.

• You may want to consider installing a security 'firewall'.

4.5 Dispose of old files and computers, floppies and CDs containing confidential information in a secure fashion.

• Paper records should be shredded or disposed of through a recognised waste contractor.
• Hard drives on redundant PCs should be reformatted to make all the data on them unretrievable. Otherwise all emails, for example, will effectively be retained forever on your computers.