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What are some procedures for direct control of the information?
The location of information should be separated into different areas (e.g., file cabinets, rooms or buildings). Only people that have a need-to-know the confidential information should have access to the relevant area and hence the information in that area. As an example, the accounting department or accounting books can be locked up in a room or drawer. Only people having a need for the information should have a key. Signs stating "employees only", "authorized personnel only", "restricted access", "private" or similar phrases will help discourage people from getting into these restricted access areas.
A variant of this procedure is used when out-sourcing. Companies that out-source various portions of their business often separate the confidential information among multiple vendors. No one vendor is given sufficient information to be able to recognize or use the confidential information.
computers provide several methods by which confidential information can be restricted to those people who have a need-to-know the information. Passwords are one method. Separate computer systems are another. A computer system may give off a warning when someone tries breaking passwords, identifying both the problem and the computer terminal being used.
confidential information should be put away when not in use. A blanket may be thrown over a machine. A drawer may be closed and locked. The company may require that desks be cleaned at the end of every day.
The disposal of confidential information should be carefully handled. Don't forget that garbage can be inspected by people looking for your information. A shredding machine should be used on confidential documents. Machines built according to trade secret knowledge should be disassembled.
Updated: 11/12/99
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