Many companies work with equipment that can be rotated between users on a daily basis (for example, a notebook that is used for corporate travel) and, therefore, there may be a need to protect the most sensitive data in order not to be opened by other people.
In addition, if we are talking about mobile devices, we can also have a high risk of theft and theft and it is necessary to guarantee the privacy and integrity of documents. It is an additional layer of security for the company’s information.
The following are the main issues on the subject. Take advantage and clear your doubts.
What is the importance of guaranteeing security in documents?
The documents of a company can contain sensitive and important information about several aspects of your company. For example, you may have documents with contracts (which involve personal data of your customers and/or suppliers) and, therefore, may be the object of attention by cybercriminals.
In addition, you have information that must be accessed only by certain professionals, as part of the control of the access levels of the business. When there is no specific software for this, the use of passwords in folders can be a good control mechanism.
The use of passwords can be interesting, for example, when, for different reasons, their company works with account sharing and a person will have access to any information that, due to access level criteria, they should not.
Other reasons for using passwords in documents are:
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- avoid accidental deletion of the file, especially those that have not yet been backed up;
- avoid mistaken changes in the document, which can happen due to different types of failures;
- avoid accidental sharing of the file with those who should not have access to it information.
How to put password in folder and increase security?
But after all, how is it possible to protect information using passwords?
An interesting and secure way is rely on specific data protection software, which promotes additional layers of protection (such as encryption, as we will see later in this article).
This is important because, at least until the newer versions of Windows, it is not possible to natively place passwords in folders. In other words, it is necessary to use solutions for this purpose.
What is the practical step-by-step to put a password in a folder?
Ok, but how to put password in folder securely and ensure that the information will not be dammed because of this issue? Let’s see below the main points on the subject, with a step by step that will help you on this journey.
Define a manual of conduct to put password in folder
A first point is to establish very clear criteria of conduct to put passwords on your devices. This will be fundamental, mainly, because divergences on these issues can generate more bottlenecks than, in fact, facilitate processes.
For example, if a document that needs to be accessed by a greater number of people has password, but it is not properly disclosed to the people who need to work with the document, this can create a huge bottleneck in everyday life.
Therefore, it is important to draw up a manual showing which are the conducts that should be taken in these cases, how to act in case of problems and outline guidelines that must be complied with by all professionals.
It is also worth drawing up a contingency plan in case any problem occurs . For example, if a password has been lost, what should be done? This helps to prevent a problem from escalating and the professional knows who to turn to immediately in case of doubts.
Choose software and applications for this purpose
Since we don’t have native features, it’s important to have software that does this process. It is important that they are safe, from reliable sources and can provide full support in case of problems. After all, let’s suppose that the password is forgotten, will the folder be invalidated? In this case, the company will need to help the organization in this type of question.
Some options for this are:
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- WinRaR: yes, the old file compressor can be an ally in this process. As it is a well-known tool for users, it can be a possibility to ensure greater familiarity with the process. It is possible to apply a password to protect the compressed content;
- Lock-a-Folder: it is even recommended by Microsoft moderators to carry out the process. It is a free software with easy installation;
- 7-Zip: it is also a file compressor that allows the use of password to protect documents, while also using a high compression encryption system, helping to protect information.
Use complementary mechanisms
If you want to further enhance the possibilities of caring for your company’s information, using complementary mechanisms can be a fundamental issue. For example, you can complement the strategies with the use of encryption.
That is, even if, eventually, a cybercriminal manages to break the document’s password, he will still not have access to the document, because it will have been encrypted and can only be opened with a decryption key, which he will not have access to.
Remember that the more sophisticated your security mechanism, the greater the chances of success in your data protection strategies.
And in addition to security, if you want to take care of your company, guarantee a good hosting for the company portal. This will be critical to a good customer experience and provide greater security for site data and effectiveness. For this, a reliable hosting reseller company will be your greatest ally.
Knowing how to create a password for files and folders is essential to offer layers of protection for the company’s day-to-day activities. With this, you can protect the information properly and, thus, avoid problems that could compromise the company’s privacy.
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