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Document Sharing Security

in Corporate Security

Your corporation is sending you to a series of trade shows, and you have your travel arrangements all set. The office sends you a PDF with all the details, from a company email to your personal email. This perfectly innocent scenario is played out thousands of times each online.

Anyone who can intercept the message now has the details of your itinerary, where you will be, and what you will be doing. Your flights, rentals, and other information that could impact your safety. Most would say only a sophisticated hacker would be capable of this, but that is not the case.

Any other employee in the company can typically intercept or gain access to your email, print it out, or get the original documents. Many companies have extremely lax internal security. Once the document if shared, anyone with a grudge could negatively impact your trip. Not everyone requires this level of security, but it is recommended for many clients.

There are simple methods to avoid intrusion.

Method 1. All documents of a personal nature, that share schedules, locations and itineraries can be password protected so the person generating the document can call or text the other party and relay just the password. For obvious reasons you would not want them sending a password through email for the attached document.

Method 2. All original documents can be kept on an intranet server or computer and not sent through email. If a schedule or event is highly secure, copy any documents onto a shareable USB thumb drive that you can hand an individual or team. If proximity is an issue, the drive itself can be protected and sent via regular mail.

Method 3. Do not leave unattended documents laying around your office, car, or home. Always store sensitive material in a locking briefcase, or file cabinet. With casual viewing eliminated someone would have to work to gain access and would inevitably leave evidence of tampering.

Clients have said their home office is secure, yet we have seen cases where friends of family members have immediate access to documents. Begin with the basics when evaluating your accessibility. If you plan for greater security, you can remove potential threats or problems before they occur.

DPSG conducts in-depth analysis of your home, office, transportation and other items to make sure you have the guidelines and procedures in place to secure your future.

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