What data security practice should clerical staff always follow?

Securing and disposing of confidential documents is a fundamental data security practice that clerical staff must always follow. This practice helps to protect sensitive information from unauthorized access and potential data breaches. When confidential documents are not secured properly or are disposed of incorrectly, they can easily fall into the wrong hands, leading to identity theft, corporate espionage, or other forms of misuse that can have severe implications both legally and for the organization’s reputation.

Effective disposal methods, such as shredding paper documents or securely wiping digital files, ensure that confidential information cannot be reconstructed or retrieved. This not only safeguards the individual’s privacy but also contributes to the overall security framework of the organization. Adopting rigorous methods for securing documents throughout their lifecycle—whether stored physically or digitally—is essential for maintaining data integrity and compliance with privacy laws and standards.

In contrast, the other options do not adequately address the broader scope of data security risks. Limiting email attachments relates to data transmission but doesn't directly affect the security of stored information. Using a common password compromises the security of accounts by increasing vulnerability across multiple points. Sharing access credentials, even with trusted colleagues, can lead to unauthorized access or inadvertent leaks. Therefore, securing and properly disposing of confidential documents stands out as the essential practice