At the heart of the Protection of Personal Information Act (POPIA) lies the fundamental right of data subjects to have their personal information safeguarded whenever a responsible party processes it. POPIA mandates that responsible parties need to ensure the integrity and confidentiality of personal information, to prevent unauthorised access, loss, damage, or destruction of information.
To achieve this, responsible parties must implement appropriate technical and organisational measures. Technical measures include securing devices and networks with antivirus software, firewalls, strong password controls, two-factor authentication, secure access protocols, and regular software updates. Organisational measures entail establishing robust procedures to ensure responsible handling of personal information by all employees and ensuring physical security through measures like locked filing cabinets and controlled access.
However, one often-overlooked aspect is internal awareness. No matter how advanced your technical and physical security measures are, human error remains a critical vulnerability.
POPIA Regulation 4 stipulates that Information Officers must conduct regular internal awareness sessions. These sessions are crucial to fostering a culture of vigilance among employees, ensuring they understand their responsibilities in securing personal information and are alert to potential threats.
Enhancing Data Security Awareness among Employees
Employees should receive regular training to identify and mitigate potential risks, thereby reducing human errors. Key awareness areas include:
- Phishing emails: Employees must recognise and avoid emails from malicious sources pretending to be legitimate contacts, which can install malware or steal sensitive information.
- Ransomware attacks: Clicking on suspicious attachments or links can lock down the entire network, holding sensitive data hostage until a ransom is paid—often without guarantee of recovery.
- Tech support scams: Employees should be wary of unsolicited communications claiming issues with their devices, as these can lead to unauthorised access and data theft.
- Physical Security: Given the mobility of devices, physical security is also crucial. Responsible parties should:
- Ensure devices are securely stored and regularly backed up.
- Educate employees on safe device practices, such as not leaving devices unattended in public and secure storage when not in use.
Conclusion
Enhancing data security awareness among employees is critical to protecting personal information. While technical and organisational measures are essential, internal awareness and training sessions empower employees to understand the value of data protection and the potential consequences of mishandling personal information. By fostering a culture of vigilance and responsibility, organisations can significantly mitigate risks associated with data breaches and unauthorised access.
Author:
Herklas Oberholster
CP & POPIA Legal Advisor
B.Com Law, LLB, MPhil Fraud Risk Management
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