In today’s digital age, protecting sensitive information has never been more critical. With data breaches becoming increasingly common, ensuring the privacy and security of your files is essential for both personal and professional peace of mind.
Encryption offers a robust solution by transforming your data into a secure format that can only be accessed by those with the correct decryption key. But with the plethora of files we manage daily, knowing which ones need this extra layer of security can be overwhelming.
In this article, we will explore eight types of files that you should prioritize for encryption to safeguard your sensitive information against unauthorized access. Whether you’re managing business documents or personal data, understanding which files to encrypt is a crucial step in protecting your digital life.
1. Personal Identification Information (PII)
Personal Identification Information, or PII, includes any data that can identify you. This could be your name, address, Social Security number, phone number, or email. If it falls into the wrong hands, it can be used for identity theft, fraud, and other malicious activities.
Not encrypting PII can lead to severe consequences. Hackers can steal your identity, access your financial accounts, or even create new accounts in your name. This can ruin your credit score and cause a lot of stress and financial loss.
Here are some frameworks that require PII to be protected:
- General Data Protection Regulation (GDPR): This European Union regulation mandates the protection of personal data for all EU citizens.
- California Consumer Privacy Act (CCPA): A law that gives California residents more control over their personal information.
- Health Insurance Portability and Accountability Act (HIPAA): Requires protecting of health information in the United States.
- Payment Card Industry Data Security Standard (PCI DSS): Ensures that credit card information is stored and transmitted securely.
- Federal Information Security Management Act (FISMA): Requires federal agencies to protect information and information systems.
2. Financial Records
Financial records include things like bank statements, tax returns, invoices, revenue spreadsheets, and payroll information. These documents are sensitive and need strong protection.
Email, fax, and physical mail are outdated ways to do business. Now, you need a secure, compliant, and effective way to exchange financial documents with your clients.
TitanFile is a secure file-sharing platform that can help with this. Let’s look at an example.
Crowe Soberman LLP needed a better way to share sensitive financial documents. Their old methods, like email and courier, weren’t secure or efficient, and clients couldn’t easily send files securely, either.
In 2016, Crowe Soberman started using TitanFile. This tool made it easy for staff and clients to share files and messages securely from any device. TitanFile offered strong security features like encryption, two-factor authentication, and audit logs, which meant that files were safe and everyone could feel confident.
3. Medical Records
Medical records include your health history, medications, and test results. These records are protected by laws to ensure privacy and security.
Frameworks like the Health Insurance Portability and Accountability Act (HIPAA) in the U.S. and the General Data Protection Regulation (GDPR) in Europe set strict rules for handling medical information.
There are some other frameworks, such as PIPEDA and HITECH.
Organizational Risks of Not Encrypting Medical Records
- Legal Penalties: Non-compliance with regulations can result in hefty fines.
- Reputation Damage: Breaches can harm the organization’s reputation.
- Financial Loss: Costs related to breach mitigation and legal actions can be substantial.
Personal Risks of Not Encrypting Medical Records
- Identity Theft: Unauthorized access can lead to identity theft.
- Personal Harm: Misuse of healthcare data can result in personal harm or embarrassment.
- Loss of Trust: Patients may lose trust in their healthcare provider.
4. Legal Documents
Due to their sensitive nature, legal documents such as contracts, court filings, and confidential client information need a high level of security.
Many common file-sharing services don’t offer the security needed for legal documents.
Marshall Dennehey, a leading law firm, faced similar challenges. They needed a secure way to share legal documents without worrying about whether recipients had proper security measures. The firm chose TitanFile as the solution.
TitanFile offered a web-based client portal and Outlook integration. It was easy for attorneys and support staff to use, didn’t require ongoing IT support, integrated with the firm’s Document Management System (DMS), and met all security and HIPAA compliance requirements.
With TitanFile, legal staff could send and receive large files anywhere without needing IT intervention. External collaborators didn’t need special training or IT support to use the platform.
5. Business Plans
Business documents contain vital information that keeps a company running smoothly. These documents often contain confidential information that, if leaked, can harm the company’s competitive edge.
If business documents aren’t encrypted, several things can go wrong:
- Hackers can steal valuable information.
- Exposure to financial data can lead to significant monetary losses.
- Losing customer trust can harm the company’s reputation.
- Failing to protect sensitive data can result in legal penalties.
Business documents that may need protection include (but are not limited to) contracts, project plans, meeting notes, and financial statements.
HR-related data is another critical area that requires strong protection. This data includes personal identification information (PII) such as names, addresses, and Social Security numbers, as well as financial records like salary details and tax information.
Additionally, HR data includes private information such as employment contracts, timesheets, sick notes, and performance evaluations.
Read more: Best Tools for Secure File Sharing for Business in 2024
6. Intellectual Property
Intellectual property (IP) is one of the most valuable assets a business can have. This includes inventions, designs, patents, trademarks, and trade secrets.
The theft or unauthorized use of IP can lead to significant financial losses. For instance, if a competitor gains access to a company’s trade secrets or patented technology, they can replicate the product and reduce the original company’s market share.
Intellectual property also includes sensitive information like research and development data, product designs, and marketing strategies. These documents need to be securely encrypted to prevent unauthorized access.
7. Client and Customer Data
Many businesses assume that basic security measures, like passwords and firewalls, are enough to protect client data. But, with cyber threats evolving rapidly, these measures often fall short.
Shockingly, 53% of companies have left over 1,000 sensitive files and folders unencrypted and open to all of their employees.
Encryption adds an essential layer of security that makes intercepted data useless to hackers. Even the strongest passwords can be bypassed without encryption, and firewalls can be breached.
Client and customer data encompasses a wide range of information.
- Personal identification details like names, addresses, and social security numbers are often targeted by cybercriminals.
- Payment information, including credit card numbers and bank account details, is also highly sensitive and must be encrypted to prevent unauthorized access.
- Communication records such as emails, chat logs, and other communications contain sensitive information about interactions with clients and customers.
- Service agreements and contracts that outline terms of service and agreements with clients, which need to be protected from unauthorized access.
8. Emails with Sensitive Information
Emails are a common way to share information quickly and easily. However, they have several drawbacks when it comes to sending sensitive information.
First, emails are not inherently secure. Even if your email account is protected with encryption software, you can’t be sure your recipients take the same precautions.
Many consumer-grade email services lack the robust security features needed to protect sensitive data. They lack encryption in transit and at rest, making it easier for cybercriminals to exploit vulnerabilities.
Using a secure file-sharing and collaboration platform like TitanFile is a much better alternative for handling sensitive information. TitanFile offers state-of-the-art security features, including:
- Encryption: Military-grade encryption, both in transit and at rest, ensures your sensitive information is protected from unauthorized access.
- Ease of Use: TitanFile’s platform is user-friendly and designed to mimic the simplicity of email while providing unparalleled security. This makes it easy for professionals and clients to share files and messages securely without requiring extensive IT support.
- Web-Based Client Portal: Accessible from any device and location, TitanFile provides a centralized platform for managing sensitive information. This helps keep all communications and files organized and secure.
Conclusion
Precaution is better than cure. Encrypt your data using TitanFile, the number one secure platform, any day, any time.
Trusted by over 500,000 professionals worldwide, TitanFile is as easy to use as email. With TitanFile, you can send and receive unlimited files and messages securely. Choose TitanFile to protect your sensitive information and ensure peace of mind for you and your clients.