Secure File Sharing & Data Handling
Master the essential practices for handling, sharing, and storing sensitive information securely. Learn data classification, secure sharing methods, and how to prevent accidental data exposure.
Understanding Data Classification
Data classification is the foundation of information security. By understanding what type of data you're handling, you can apply appropriate protection measures.
Why Data Classification Matters:
Not all data requires the same level of protection. A company newsletter doesn't need the same safeguards as employee Social Security numbers. Classification helps you: - Apply appropriate security controls - Meet regulatory compliance requirements - Make informed decisions about sharing - Reduce risk of inappropriate disclosure - Focus protection efforts where they matter most
Standard Classification Levels:
1. Public Information that can be freely shared without any risk to the organization.
Examples: - Published press releases - Marketing materials - Public website content - Job postings - General company information
Handling: Can be shared freely through any channel.
2. Internal (Company Confidential) Information intended only for employees and authorized contractors.
Examples: - Internal policies and procedures - Organizational charts - Internal newsletters - Non-sensitive meeting notes - General project information
Handling: Don't share externally; use company systems for internal sharing.
3. Confidential Sensitive information that could harm the company or individuals if disclosed.
Examples: - Customer data and contracts - Employee personal information - Financial reports (pre-release) - Strategic plans - Vendor agreements and pricing
Handling: Share only with those who need to know; use secure, approved channels.
4. Restricted (Highly Confidential) The most sensitive information requiring the strictest controls.
Examples: - Social Security numbers - Medical records - Credit card numbers - Authentication credentials - Trade secrets - Merger/acquisition details
Handling: Strict access controls; encrypted at rest and in transit; audit logging required.
Regulatory Considerations:
Certain data types have legal requirements: - PII (Personally Identifiable Information): Protected by various privacy laws - PHI (Protected Health Information): HIPAA regulations - PCI Data (Payment Card Information): PCI-DSS requirements - Financial Data: SOX and other financial regulations
When in Doubt:
If you're unsure how to classify data: 1. Treat it as Confidential until determined otherwise 2. Consult your manager or data owner 3. Contact your security or compliance team 4. Check company classification guidelines