5 Steps to Protect Personal Information: Especially for Young Workers

1. Why is protecting personal information and preventing data leaks important?

In today’s digital world, protecting personal information and preventing data leaks is not just a technical issue but an essential requirement for every organization, especially in the workplace. With the explosion of technology and data being stored online, the personal information of employees and customers is highly vulnerable to breaches if appropriate protective measures are not in place.

Data leaks can result in serious consequences, such as loss of customer trust, damage to the company’s reputation, and even legal disputes. For young workers with limited experience, awareness of information protection is essential for them to understand their responsibility in keeping the company’s data secure.

2. Understanding what personal information is?

Before delving into protective measures, young workers need to clearly understand what personal information is. Personal information doesn’t just include basic details like name, address, or phone number, but also sensitive data such as financial information, medical history, tax identification numbers, IP addresses, and even an individual’s online habits.

When companies collect information from customers or employees, they must ensure that this data is stored securely and only used for legitimate purposes. Otherwise, the information can be misused for malicious purposes such as fraud, asset appropriation, or privacy violations.

3. Risks associated with data leaks

Data leaks can occur in various forms, from cyberattacks to unintentional actions by employees. This risk is especially higher for new workers with limited experience if they are not adequately trained on data protection measures.

Here are some common scenarios that can lead to data leaks:

• Phishing (Email phishing): Employees may receive phishing emails impersonating partners, colleagues, or banks. If they are not careful and provide sensitive information, hackers can exploit this to gain access to the company’s systems.
• Using unsafe software: Installing or downloading software from untrusted sources can lead to the system being infected with viruses or malware, creating security vulnerabilities for hackers to exploit.
• Using unsecured personal devices: Many young employees tend to use personal phones or computers for work without strong security measures. This can create opportunities for hackers to steal information.

4. Measures to protect personal information and prevent data leaks

To help young workers understand and fulfill their responsibilities, here are specific measures to protect personal information and prevent data leaks within the company.

4.1. Đào tạo nhận thức về an ninh mạng

One of the most effective ways to prevent data leaks is to organize cybersecurity awareness training sessions for all employees, especially newcomers. Through these training sessions, employees will learn to identify common cyber attacks such as phishing, malware, and ransomware.

Personal information protection training courses should include practical scenarios and specific tips, such as:

• Do not click on links in emails from unknown sources.
• Do not download unlicensed software from untrusted websites.
• Always verify the legitimacy of an email before providing sensitive information.

4.2. Sử dụng mật khẩu mạnh và xác thực hai yếu tố (2FA)

Weak passwords are one of the leading causes of system breaches by hackers. To prevent this, companies should encourage employees to use strong passwords that include special characters, uppercase letters, lowercase letters, and numbers.

In addition, implementing two-factor authentication (2FA) is also a useful measure. With 2FA, after entering their password, employees must verify an additional step through their phone or email, enhancing security.

4.3. Bảo vệ thiết bị cá nhân

Since many companies today allow employees to work remotely or bring personal devices into the office, protecting personal devices has become extremely important. Here are some tips:

• Always lock the screen when the device is not in use.
• Install antivirus software and ensure that the operating system is regularly updated.
• Use a VPN when accessing the company network remotely.

4.4. Hạn chế quyền truy cập dữ liệu

Not everyone in the company needs access to all data. Companies should establish access levels based on employees’ roles. Employees should only be granted access to the data necessary for their jobs, preventing any individual from accessing and handling the entire company’s data unnecessarily.

4.5. Xử lý thông tin nhạy cảm một cách cẩn thận

Sensitive information should be stored and handled with care. Here are some principles:

• Do not share personal information via unencrypted email.
• Ensure that data is encrypted when stored on the system or during transmission.
• Use security tools such as file and folder encryption to protect important data.

5. The role of leadership and the IT department in protecting personal information

Not only employees, but leadership and the IT department also play a crucial role in protecting personal information and preventing data leaks. Leaders need to establish clear and understandable policies, as well as continually encourage employees to adhere to protective measures.

The IT department is responsible for ensuring that the company’s systems are always updated with the latest security patches, as well as monitoring for unusual activities to mitigate risks. Additionally, regularly testing and assessing the company’s security systems is essential to ensure that all data is optimally protected.

6. Guidelines for Responding to Data Leaks

Regardless of how well personal information protection measures are implemented, the risk of data leaks always exists. Therefore, each employee must be given specific guidance on how to respond when a breach is detected.

• Report immediately: When noticing any unusual signs or suspecting that information may have been leaked, employees must promptly report to the IT department or leadership to implement timely corrective measures.
• Do not attempt to resolve it on your own: In many cases, employees may want to resolve the issue on their own. However, this can exacerbate the situation. Therefore, employees should allow the specialized department to handle it.
• Change password: If an employee’s login information has been compromised, they should immediately change their password and enable 2FA to ensure security.

7. Concolution

Training on personal information protection and preventing data leaks is a necessary and important task, especially for young workers with limited experience. Equipping employees with the essential knowledge and skills not only helps protect the company from unnecessary risks but also enhances overall awareness of information security in the modern workplace.

Every individual, from employees to leadership, must clearly understand their roles and responsibilities in protecting personal information, ensuring that data is always kept secure.

Please remember:

• Protect personal information to keep your data safe in your hands.
• Protecting personal information is protecting yourself!
• Protect personal information, prevent all risks.
• Protect personal information to steer clear of fraud and losses.
• Protecting personal information is the foundation for safety in the digital age.
• Being cautious today helps protect your personal information tomorrow.
• Protecting personal information is a barrier against all digital threats.