In our role as an administrative professional, we have to handle various forms of documents and confidential information. It is your responsibility to make sure that you use proper security measures when emailing, mailing or delivering confidential documents.
Here are a few things to help keep communications confidential:
If you are emailing a confidential document, triple check that you have entered the correct email address. With Outlook saving email addresses that you have used in the past, it is very easy to enter the wrong email address.
The ladies room is not the place to have a confidential discussion if you need to talk go to a meeting room or office to have the conversation either in person or over the phone.
Make sure you use your companies security measures that have been put in place when dealing with confidential information.
If you are unsure of someone being privy to the information, then don’t assume it is ok to share instead don’t share until you have checked with your executive.
If your conference call system is set up to record calls double check before scheduling if the call should be recorded or not so you can set the call up correctly.
If something does happen and confidential information does get out take immediate action and let your executive or your legal department know. Do not try and hide a breach, it is crucial that you let someone know right away.
Just remember never assume anything.
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