In a four-part blog series, we focus on color coding. In the first part we discussed the folder with the color-coded files, in the second part we not only dealt with the obvious and immediate advantages, but in the third part the advantages of adding a splash of color for storage and disposition.
In Our Final This article shows how companies can use color coding to restrict unwanted access to files and to protect the confidentiality and privacy of sensitive data]
Three potentials are used to illustrate the privacy benefits Issues: Access to malicious files, unnecessary disclosure of confidential information, and anonymity violations.
To prevent your records from getting into the wrong hands, several security measures are required. Color coding helps make it difficult for unauthorized persons to search for confidential information. In traditional filing systems, files are often tagged and stored by the name of the person or organization. For potential information thieves, this is a simple scan and find.
A better alternative is a numeric indexing system supported by color-coded labels. In this case, the organization will provide authorized personnel with the "main index" of numbers and their names. Without this index, thieves can not recognize which file belongs to which person or company.
In our second post in the series, we talked about how color coding prevents spurious files and the resulting loss of productivity. If a person's personal information is stored in another person's file or in a wrong location, there is an increased likelihood that staff will access this information and display it incorrectly.
In these cases, employees must search multiple files to locate the missing object. This unnecessary access poses a risk of compliance and increases the risk of illegally disclosing it. Color coding minimizes unused access by avoiding misspellings.
Forgot the contents of the file Confidentiality Issue. Imagine the case of a health clinic that identifies patient name files and exposes customer identities to all of your staff and possibly visitors to your waiting room. Depending on the type of clinic, you can disclose details about a patient's diagnosis or treatment without opening the file.
Other examples of this problem are legal acts or those concerning business deals such as mergers and acquisitions. The simple presence of a name in a file may reveal details of a particular lawsuit or impending business. All this can be avoided by using a numeric indexing system supported by color coding.
As we've seen in this four-part series, color coding is a relatively simple solution, but the benefits go further than originally thought and addressed some of the most challenging issues facing businesses today. Not bad for a bit of color!
