The common notion is that identity theft is a crime committed by computer hackers who steal information via the Internet. The reality is a lot of information is stolen from unsecured files and paperwork. The source of the crime is often corporations, small businesses and other organizations holding sensitive data on file. The perpetrators are often company employees.

Sensitive data that is easily accessible is vulnerable. A lot of time, money and effort is being poured into locking up computers while old-fashioned file cabinets
are being left virtually wide open.

Private information about you is collected and stored by a wide variety of businesses and organizations, from your children's school to your doctor's office – even your auto mechanic. More often than not, these businesses do not employ security methods to protect that data.

Consider implementing these five tips to will keep your files secure and your business safe from liability.

1. Don't leave files containing sensitive information lying around unattended. Unfortunately, it’s much more common than you might think and it’s equal to no security at all. Any business operating like this is wide open to lawsuits and liability for damages resulting from stolen or abused data. Lawsuits related to information misuse are one of the fastest-growing areas of litigation in the U.S.

2. Don't store the key to the file cabinet near the cabinet where everyone in the office knows the location for the sake of convenience.

3. Don't use a key-locking file cabinet that has a key code number next to the keyhole on the cabinet. Anybody, including the cleaning crew, can use that key code number to get a key made for a couple of dollars and gain unlimited access to your files.

4. Don't allow unlimited unaccountable access to files during business hours when the file cabinet is unlocked. Information needs to be reasonably accessible, but only to the people who need it. Even if the information is locked up at night, that won't keep it secure if anyone can access it during business hours.

5. Don't be lulled into a false sense of security by thinking people outside the company are the only threat. In reality, employees commit the vast majority of information thefts. It is a crime of convenience and opportunity, aided and abetted by easy access to data.

Following these simple tips will go a long way towards securing your paper files and ensuring your company is not a sitting-duck target for identity thieves or liability lawsuits.

About the Author
Todd Faro of Compliance Cabinets has 20 years experience in business documentation security. He can be reached at 714.778.5336.
 

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