Housing providers and service managers come into contact with a huge volume of information, much of it confidential. While most of us are becoming more aware of, and compliant with, privacy and confidentiality policies for dealing with paper files, we are generally remiss when it comes to handling electronic data. Here are some tips on how you can better manage confidential information in the workplace.

1. Password protection: The desktop computer has become synonymous with file storage, yet many of us fail to place a “lock” on the cabinet. The simplest way to prevent unwanted access to your electronic files is with a password. You should create a password of at least 8 characters, preferably alphanumeric (a combination of letters and numbers). Then make sure to lock your computer EVERY TIME you walk away from it. While you’re at it, turn the screen off – the average computer screen uses 60% of the computer’s overall power consumption.
2. Antivirus software: Make your system as “unhackable” as possible by installing an antivirus program, and downloading Windows security updates regularly.
3. Be mindful of where you leave your technology footprint: If you use a laptop, keep it with you at all times. Never leave a laptop in an unattended vehicle. Also, exercise caution with wireless Internet connections, many of which are not secure and can have information siphoned from them.

Another example to illustrate the final point: let’s say you need to make 100 copies of the Annual Report, and your in-house photocopier has given up the ghost. So you decide to send the job to a copy shop. While you’re at it, you include a number of confidential documents that are needed for the next board meeting. Seems pretty straightforward, right?

Chances are the documents were sent to the copy shop on an electronic storage device like a memory key, also known as a USB flash drive, a memory stick and a pen drive, among others. Most memory keys are “plug-and-play”, meaning that once plugged into a computer, anyone has access to the data contained on them. That confidential board information is now potentially a whole lot less private.

The good news is that many memory key-type storage devices come with automatic encryption, or are password protected. Although they cost a bit more, the data stored on these units offer some peace-of-mind with respect to security.

Once the files are opened, however, it’s a whole different ball-game. The printing company uses photocopiers in the performance of their work. Today’s copiers are, in effect, computers with hard drives. Everything that is scanned or downloaded into the copier ends up on the hard drive, ready to be hacked. What can you do?

Well, there may be no alternative to using an outside printing company, but there are measures you can take to ensure the confidentiality of your files. The best approach is to request a copy of the company’s privacy policy and their records destruction procedure.

While we’re on the subject of photocopiers, many housing providers own or lease their own machine. Bear in mind that most copiers built in the past 5 years come equipped with a hard drive. When it’s time to replace the copier, you should first make certain that the drive is erased.

Regardless of the medium on which your data is stored, whether paper or electronic, stationary or mobile, it is in your best interests to ensure that ALL records are maintained securely and confidentially.