The PA’s guide to confidentiality

PAs, EAs and VAs are placed in a unique position within their company ? one that requires a high level of trust due to the nature of the confidential material they often handle. Here?s a guide to keeping sensitive information under wraps both in and out of the office.

Confidential emails and files
Internet security has become a major consideration for companies around the world and research shows that clever hackers have begun to realise how much information those in support roles handle. In order to avoid potential problems, follow these tips:
? Lock your computer screen when you?re away from your desk and even when people come over to talk to you. This keeps people from seeing anything they shouldn?t.
? Position your desk so your screen remains private. If this isn?t possible, consider asking your boss to provide a privacy screen.
? Don?t open emails in full-screen view until you?ve had a chance to scan it for sensitive information.
? Mark outgoing emails as confidential and encrypt attached files.
? Regularly sort through your inbox to ensure sensitive emails are suitably filed and hidden.

Paper documents
When it comes to hard copies of files, take these steps:
? Avoid printing documents unless it?s necessary.
? Don?t leave confidential documents on your desk unguarded.
? Ask your boss to consider getting you your own printer to avoid the risk of other employees picking up sensitive documents.
? Also request a shredder so you can safely dispose of files as soon as you?re finished with them.

Conversations
PAs and EAs sometimes can?t avoid being involved in confidential meetings with their fellow employees. Working closely with upper management means admin staff are also the first to know about promotions, salary changes, redundancies, acquisitions and mergers.

There?s no rule of thumb for dealing with this kind of knowledge. Everyone in the company will know you have access to sensitive information, so it?s likely they?ll pressure you into divulging what you?ve overheard. However, a PA?s job is one that relies on the employee to be extremely reliable when it comes to confidentiality.

Don?t be afraid to be honest and tell your colleagues that you would be risking your career to tell them what you know. You can also try to avoid overhearing confidential information in the first place by excusing yourself from the situation where it?s appropriate. Use your common sense and gain an understanding of what is and isn?t private in your company.

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