Do your employees have the tools required to protect third party data of a personal nature and comply with the regulations?

Securing repositories and documents inside and outside the organisation

A public authority’s data are often safe while they are inside the organisation in a file server or document manager. However, when they leave this secure environment it is more difficult to ensure their security and prevent them from falling into the wrong hands due to a mistake or undue use. An approach to security that ensures that the data is safe and under control both inside and outside the organisation is required.

Protection of highly confidential information

Highly confidential information is managed in certain departments of authorities such as local or regional police, etc. Leaks of this information can have extremely negative consequences on the reputation of the body or at the political level and lead to attribution of responsibility. Protection of this information and control of access to the same is a critical priority in certain areas of the organisation.

Information at risk within the scope of public authorities

As a general rule, the highest risk with regard to document management for a public administration or government is related to that containing the personal data of third parties:

• Management of citizens’ data of a personal nature, especially those considered highly sensitivity under the data protection regulations (e.g. related to health, religion, etc.).
• Exchange of personal data with other public and private organisations, keeping in mind that not only the organisation that treats the data but the one that collected it are responsible for its security.
• Data exported from internal applications in Word, PDF, Excel formats etc. that are difficult to track afterwards.
• Highly sensitive information of bodies such as the police, social welfare and education to which access must be audited.

How can SealPath help?

SealPath provides public authority users who manage documents or email with convenient, flexible protection of third party data of a personal nature:

• Protection of folders in file servers or document managers means that documents are automatically protected by simply storing them in a folder, and they keep the protection even after they have been extracted.
• SealPath controls who accesses the data, when and with what permission. The person or organisation that receives the document can be granted restricted access (read only, for example).
• It provides full audit of all actions carried out on the documents and detects if anyone is trying to access the files without permission or removing the protection.
• Registration of external users is automatic by means of invitation, without the need for the intervention of IT departments to manage the documentation or grant registration to third parties.

Furthermore, SealPath has an educational effect on users with respect to data protection. The user can see that certain documents are protected and becomes more aware of the type of information he/she is managing. This minimises the possibility of carelessness or negligent use of the information