Inside TDV - The Data Vault Blog

Correcting Access Control


By this point most organizations have a set plan for how to handle storing their sensitive records, whether it’s through a third party provider or at an on-site facility. Either way, one main challenge in the modern business environment is how to ensure the privacy of this information; with increasing amounts of identity theft present controlling access has never been more critical.

Recent mistakes can show just how vulnerable inadequate practices can make your archives. Two employees at the University of Oregon turned over 22,000 files containing sensitive information to an economics professor without first checking credentials, potentially exposing personal student information. Though the incident did not have malicious intent, as part of published research one of the records made it online by accident; resulting in the need for damage control by the university. While this particular case allowed the library system to improve practices to guard against future incidents, all it takes is one dedicated intruder at one time and your information can be vulnerable.

So how does a business ensure that this doesn’t happen to them? As with many things, it starts with proper training and redundant systems. For example, at The Data Vault, our business plan has always revolved around recognizing the sensitive nature and confidentiality of every client record. Limited access to the building (incorporating electronic locks) and visual monitoring by personnel maintains the integrity of our entryway, while closed circuit cameras archive all activity at the facility for review. Clients must designate an authorized employee list in writing and any additions must be approved, keeping limited the amount of people able to gain access at any time.

These are just a few of the generally recommended practices when it comes to controlling access to your information, and our facility features many more systems in place to ensure that it stays secure. If you have any questions, please feel free to contact us and one of our expert team members would be happy to share advice and their thoughts!


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