Learn some ways to protect your data and prevent unauthorized access, disclosure, or misuse as an administrative assistant. Improve your information literacy and ethics.

We all go 100 miles per hour at work and its no different when reviewing and responding to emails and/or texts. Slow down and take a second to review the email, hover over links before opening it. Make sure to take your security awareness training. It’s a good reminder of what to do and what not to do.

What are some ways to avoid unintentional data breaches?

Data breaches can have serious consequences for any organization, especially if they involve sensitive or personal information. As an administrative assistant, you have a responsibility to protect the data you handle and prevent any unauthorized access, disclosure, or misuse. Here are some ways to avoid unintentional data breaches and maintain information literacy and ethics.

1 Use strong passwords

One of the simplest and most effective ways to prevent data breaches is to use strong passwords for your accounts and devices. A strong password should be long, complex, and unique, and not include any personal or common information. You should also change your passwords regularly and use different passwords for different platforms. Avoid writing down your passwords or sharing them with anyone, and use a password manager if you need to store them securely.

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Alexander W. Wesley

Junior Professional Officer at World Health Organization
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Some additional ways to protect against data breaches include enabling two-factor authentication, limiting access to sensitive information to only those who need it, regularly updating software and security systems, and implementing encryption for all sensitive data. Additionally, establishing clear security protocols and training employees on best practices for data protection can also help prevent data breaches.

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2 Encrypt your data

Encryption is a process that converts your data into a code that can only be read by authorized parties with a key. Encryption can protect your data from being intercepted, stolen, or tampered with, especially when you transfer it over the internet or store it on a cloud service. You can encrypt your data by using software, hardware, or online tools that offer encryption features. You should also encrypt your devices, such as laptops, tablets, or smartphones, in case they get lost or stolen.

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3 Follow the policies and procedures

Your organization may have specific policies and procedures for data security and privacy, such as how to handle confidential information, what data can be accessed or shared, and how to report any incidents or breaches. You should familiarize yourself with these policies and procedures and follow them diligently. If you are unsure about anything, ask your supervisor or IT department for clarification or guidance. You should also comply with any relevant laws or regulations that apply to your data, such as the General Data Protection Regulation (GDPR) in the European Union.

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Alexander W. Wesley

Junior Professional Officer at World Health Organization
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I always used my password with letters, numbers , and special characters. In some cases I began with letters , follow by numbers, and then special characters. In the the case of laptop I used pin and password sometimes this process help protect my devices a lot.

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4 Educate yourself and others

Another way to avoid unintentional data breaches is to educate yourself and others about the risks and best practices of data security and privacy. You can learn from online courses, webinars, blogs, podcasts, or newsletters that cover topics such as information literacy and ethics, cyber threats and prevention, data protection and compliance, and digital citizenship and responsibility. You can also share your knowledge and tips with your colleagues, clients, or partners, and encourage them to adopt good habits and behaviors.

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Alexander W. Wesley

Junior Professional Officer at World Health Organization
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The best way to succeed is the use of examples to demonstrate what you expect your team to do. Quality communication and regular practice at work. I like coaching the team members on leak data and the consequences to the organization as a whole.

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5 Update your software and systems

Keeping your software and systems updated is essential for data security and privacy, as outdated versions may have vulnerabilities or bugs that can be exploited by hackers or malware. You should always install the latest updates and patches for your operating system, browser, applications, and antivirus software, and enable automatic updates if possible. You should also backup your data regularly and store it in a safe location, such as an external hard drive or a cloud service, in case of any data loss or damage.

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6 Be vigilant and alert

Finally, you should be vigilant and alert when you handle data, and avoid any actions or situations that may compromise your data security and privacy. For example, you should not open any suspicious emails or attachments, click on any unknown links, or download any untrusted software or files. You should also not use any public or unsecured Wi-Fi networks, devices, or accounts, or leave your devices unattended or unlocked. If you notice any signs or symptoms of a data breach, such as unusual activity, errors, or messages, you should report it immediately and take appropriate actions.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Janelle Miller

CEO, Risk Aware Consulting | Former FBI Crisis Management Leader | Built Security Programs at TIME, NFL, and Varsity Spirit | Helping Executives Lead Confidently in Times of Crisis | Adjunct Professor - BTAM
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We all go 100 miles per hour at work and its no different when reviewing and responding to emails and/or texts. Slow down and take a second to review the email, hover over links before opening it. Make sure to take your security awareness training. It’s a good reminder of what to do and what not to do.

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Richard Bagnell

Corporate Security | Intelligence | Investigations | Cyber | Crisis Management
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Don't overshare on social media - this can lead to threat actors leveraging multiple data points to force entry or social engineer their way into email/wifi/bank account/building access etc. (see "OSINT" for good/bad) Happy to connect and discuss OSINT in further depth with anyone in the Corporate Security or Cyber Security wheelhouse looking to bolster their program, or simply understand the the multiple risk vectors.

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What are some ways to avoid unintentional data breaches?

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1 Use strong passwords

2 Encrypt your data

3 Follow the policies and procedures

4 Educate yourself and others

5 Update your software and systems

6 Be vigilant and alert

7 Here’s what else to consider

Administrative Assistance

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5

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7

1 Use strong passwords

2 Encrypt your data

3 Follow the policies and procedures

4 Educate yourself and others

5 Update your software and systems

6 Be vigilant and alert

7 Here’s what else to consider

Administrative Assistance

Rate this article

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