How to Explain Confidential & Non-Confidential Documents
- 1). Explain the content of the documents. Explain to the individual what kind of information is found in confidential and non-confidential documents. The specific content may vary depending on the organization or field. Generally, a confidential document contains private, proprietary information related to the business or its members. Tell the person that if releasing the information within can invade someone's privacy or expose secret facts, then the document is clearly confidential. Alternately, if the document is meant for public consumption, such as an information pamphlet, then it is non-confidential and should be explained as such.
- 2). Explain their importance. Non-confidential documents contain no sensitive information, so they are often expendable and easy to replace. Alternately, confidential documents tend to be unique to an individual or specific area of information. As a result, they must be tracked and not altered with or disposed of, unless otherwise instructed. Clarify this difference when you address the issue with someone.
- 3). Explain their accessibility. Non-confidential documents are easy to obtain. Any person can access them with little or no permission. Confidential documents, on the other hand, require special clearance of some kind. Perhaps only certain employees can access these files, or a specific security level is required. Illustrate this by clearly outlining which documents are confidential and how they can be accessed.
- 4). Explain that disclosing confidential documents may result in sanctions or even termination of employment.