At eCase, we offer a secure and efficient platform for handling correspondence cases. Our approach eliminates the reliance on spreadsheets, providing a streamlined and safe method for managing sensitive information. However, we recognise that in various service areas, spreadsheet usage persists as a common practice for data collection and management.
In certain information rights and governance functions, it is essential to address the potential vulnerabilities associated with sharing such documents. Data breaches can occur inadvertently through seemingly harmless practices, making it crucial to adopt proactive measures. Below we explore six crucial checks to help prevent data breaches when sharing spreadsheets, ensuring that your valuable information remains secure.
White Text
Using white text to hide information may seem like a harmless and convenient way of making information invisible, but it poses a significant security risk. When someone PDFs a document, white text is still visible, potentially exposing sensitive data. Always check for what information may be hidden, particularly when using a document that may have been created by someone else.
Hidden Tabs, Columns, and Rows
It’s common practice to hide unnecessary tabs, columns, or rows to streamline the appearance of a spreadsheet. However, hidden elements can inadvertently contain sensitive information. Make sure to regularly inspect spreadsheets that may be shared for hidden elements, and ensure that only non-sensitive data is concealed.
Pivot Tables
Pivot tables are powerful tools for data analysis, but they can also be a source of unintentional data exposure. Ensure that your pivot tables only display necessary information, and be mindful of any linked data sources. Make sure to audit and update pivot tables before sharing to prevent unauthorised access to sensitive data.
Metadata
Metadata, such as document properties and author information, can sometimes reveal more information than intended. Before sharing a spreadsheet (or other documents), remove any unnecessary metadata and be cautious about what details you include. This ensures that sensitive information isn’t inadvertently disclosed when sharing files.
Connection to Internal Databases or Data Sources
If your spreadsheet is connected to an internal database or data source, it’s crucial to implement robust security measures. Restrict access to only authorised personnel, use strong encryption methods, and regularly monitor connections to detect any suspicious activities.
Macros and Scripted Functions:
Macros and scripting languages can automate tasks and enhance functionality, but they can also be exploited for malicious purposes. Only enable macros from trusted sources, and regularly review scripts for any potential security vulnerabilities. Disable unnecessary macros and keep your spreadsheet’s scripting environment secure.
Whilst spreadsheets are invaluable tools for data management and analysis, they can also be potential sources of data breaches if not handled with care. By being vigilant about hidden elements, understanding the risks associated with certain features, and implementing security best practices, you can significantly reduce the likelihood of a data breach through your spreadsheets.
For guidance on how to handle data visit the ICO’s ‘How to disclose information safely’
