These 10 simple tips strengthen your in-office information safety. Founded in 2017, Mastershred is dedicated to information safety and compliance. Our professionals are committed to helping you with information safety in the workplace, for the safety of you, your colleagues and your clientele. So with that, let’s look at the 10 things you can do for information safety in the office.
Discover how to Secure your Office Data
1. Make sure your desk is clean at the end of the day
We’ve all been there: it’s the end of a long workday, and your desk is a mess. Papers everywhere. Coffee cup empty. Stationery scattered. This is pretty common, especially after a busy week. But did you know that despite how common this is, messy desks are a covert information security risk?
Why a Clean Desk Strengthens Information Safety
Reduces risk of unauthorised access
Leaving documents, passwords, or devices exposed makes it easier for sensitive information to be seen, copied, or taken by the wrong person.
Prevents accidental data leaks
Cluttered desks increase the chance of misplacing important paperwork or mixing confidential files with general documents, leading to unintended disclosure.
Supports compliance and accountability
A clean desk practice reinforces structured information handling, making it easier for organisations to meet data protection requirements and maintain audit readiness.
2. Lock up all confidential documents
It should be common practice that confidential documents are kept in a locked facility while not being actively handled by the authorised party. Even if you are just popping out of the room, leaving documents with sensitive information unsecured is a serious threat to information safety. Remember, a picture can be taken in less than a minute – security breaches can happen in an instant.
3. Take all of your printed material from the printer
Vigilance when printing sensitive documents is of great importance. You always need to double-check your page count before walking away from the printer. Technology can be unreliable, but you should never be.
4. Have User Logins on the Printer
Implementing user logins on printers is a simple but effective way to improve information safety in any organisation.
Controls access to sensitive documents
User logins ensure only authorised staff can print, view, or collect documents, reducing the risk of confidential information being left unattended.
Tracks and audits printing activity
Login systems create a record of who printed what and when, improving accountability and helping identify any misuse or data leaks.
Prevents unauthorised use of shared devices
Requiring authentication stops outsiders or unauthorised employees from using the printer freely, strengthening overall information security.
5. Don’t erase data, destroy it
You should never rely on deleting data or throwing away documents and hoping for the best. When trying to erase a piece of significant sensitivity, proper data destruction is non-negotiable. If not done properly, deleted files can still be recovered or reconstructed.
Why Professional Destruction is Needed
Prevents data recovery and misuse
Deleted files can often be restored using recovery tools. Secure destruction ensures the information cannot be retrieved or exploited.
Protects against data breaches
Old devices, drives, or files that are not properly destroyed can become entry points for unauthorised access to sensitive information.
Supports legal and compliance obligations
Regulations such as POPIA require responsible handling and secure disposal of personal information, including permanent destruction when it is no longer needed.
Protect your data the smart way
7. Only use encrypted devices
Encryption helps keep your information safe by turning it into a code that only the right person can unlock. If a device gets lost or stolen, the data on it still can’t be easily accessed, which helps protect sensitive information from falling into the wrong hands.
8. Keep Information in the Office
Keeping sensitive information within the office helps reduce the risk of it being lost, stolen, or accessed by the wrong people. This tip counts for physical data as much as verbal information! Be aware of who you are speaking to, and where you are speaking to them when discussing matters of confidential information.
Why you need to Keep Info In Office
Reduces the risk of loss or theft
Leaving files or devices outside the office increases the chance of them being misplaced or stolen.
Keeps sensitive data secure
Office environments usually have stronger security controls than home or public spaces, helping protect confidential information.
Supports better control and accountability
When information stays in the office, it’s easier to track, manage, and ensure it’s handled properly.
9. Clean the storeroom, don’t stockpile data
Keep only the information you need and securely dispose of old or unnecessary data. This reduces clutter, lowers security risks, and makes it easier to manage important records.
10. Don’t be silent, speak up
If you notice something unsafe or suspicious with information handling, report it immediately. Speaking up helps prevent security issues and keeps sensitive data protected.
So for Information Safety in the Office…
These 10 simple tips all work together to strengthen everyday information safety in the workplace. From keeping desks clean and speaking up when something doesn’t look right, small actions make a big difference in protecting sensitive information.
At Mastershred, we believe information safety should be practical, consistent, and part of daily office culture. By applying these habits, businesses can reduce risk, stay compliant, and create a safer environment for staff, clients, and data alike.
Keep your Information safe with MasterShred.
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Download and print this 12 SIMPLE Information Security Office Reminders poster and put it against your office wall to ensure information security best practices don’t slip your mind!
