Objectives:

Upon successful completion of this course, participants will be able to:

• Identify different types of sensitive data and the corresponding security requirements.
• Apply best practices for data collection, storage, and access control in daily tasks.
• Understand the core principles and requirements of major data privacy regulations (e.g., GDPR, CCPA).
• Implement protocols for secure document sharing, transfer, and data disposal.
• Ensure data integrity and accuracy through proper validation and maintenance techniques.
• Manage administrative records according to organizational retention and compliance policies.
• Recognize and respond appropriately to data breaches, phishing attempts, and security incidents.
• Champion a culture of data privacy and security within their team and department.

Target Audience:

• Administrative Assistants handling sensitive employee or client data
• Executive Assistants managing confidential corporate information
• Office Managers and Department Coordinators overseeing data storage
• HR and Finance Administrative Staff
• Anyone involved in record-keeping, compliance, and data governance
• New employees requiring foundational data security training

• Case studies on major data breaches and privacy violation penalties
• Interactive exercises on identifying phishing emails and social engineering tactics
• Group activity: creating an emergency response plan for a data security incident
• Hands-on practice with setting up secure access permissions in a shared drive environment
• Role-playing scenarios for managing a subject access request (SAR) under GDPR
• Discussion on ethical data handling and balancing access vs. security needs
• Individual assignment: drafting a clear, concise data sharing policy for a department

Unit 1: Fundamentals of Data Governance

• Classifying data: PII, PCI, proprietary, confidential, and public information.
• Understanding the consequences of poor data handling (financial, reputational, legal).
• Defining data ownership, custodianship, and administrative responsibilities.
• The importance of maintaining an inventory of sensitive data assets.

• Techniques for ensuring data accuracy, consistency, and completeness.
• Implementing data validation rules in spreadsheets and databases.
• Best practices for data entry, cleaning, and minimizing human error.
• The role of version control in maintaining data integrity over time.

Unit 2: Data Privacy and Regulatory Compliance

• Understanding the key requirements of the General Data Protection Regulation (GDPR).
• Overview of the California Consumer Privacy Act (CCPA) and similar US laws.
• Reviewing internal organizational policies related to data privacy and ethics.
• The importance of "Privacy by Design" in administrative systems.

• Implementing secure procedures for collecting and processing employee and client data.
• Understanding consent, purpose limitation, and data minimization principles.
• Managing requests for personal data access, correction, and deletion.
• Anonymization and pseudonymization techniques for administrative reporting.

Unit 3: Data Security and Access Control

• Securing physical records (locked cabinets, access logs, destruction protocols).
• Implementing strong passwords, multi-factor authentication (MFA), and secure login practices.
• Encryption basics: protecting data in transit and at rest.
• Securely sharing files using restricted access links and watermarking.

• Applying the principle of "Least Privilege" for data access.
• Setting up and auditing user permissions in shared drives and Document Management Systems.
• Revoking access promptly upon employee or vendor departure.
• Managing delegated access to inboxes and calendars securely.

Unit 4: Data Lifecycle and Disposal

• Mapping administrative records to the official Records Retention Schedule.
• Implementing automated and manual procedures for legal data archiving.
• Differentiating between data that must be kept and data that should be disposed of.
• Maintaining an auditable trail of retention decisions and actions.

• Understanding methods for the secure destruction of digital data (shredding, wiping).
• Protocols for the secure destruction of paper records (cross-shredding, certified destruction).
• Managing data on personal devices and remote work environments.
• Training staff on the "clean desk" and "clean screen" policies.

Unit 5: Incident Response and Culture

• Identifying the red flags of phishing, social engineering, and malware attacks.
• Responding immediately and correctly to a suspected data leak or security incident.
• Understanding the process of a data breach response and notification.
• Reporting suspicious activity and maintaining a "security-first" mindset.

• Communicating the importance of data privacy to colleagues and clients.
• Serving as a data security advocate and resource for the team.
• Integrating data security checks into all new administrative processes.
• Staying current on emerging data risks and regulatory changes.