Receptionists have some bad security habits, and one of those includes sticking passwords and other sensitive information on their computer screens. Passwords should never be kept in a place where visitors and unauthorized persons can see them. Remember, a password is like a key that unlocks a door to something, and in the case of a company it is a door to a network, a computer, or an application like the accounting software or CRM system. If you cannot remember all your passwords, ask your IT department to create a secure folder on the network for you where you can store sensitive information.

It is also a good idea to keep company and client files, employee files, handwritten address books and notebooks in a drawer or cupboard. A reception desk that receives guests is not a safe spot for sensitive or confidential information.

The New Receptionist offers tips on keeping information at the reception desk safe. A condition for lawful processing of personal information in terms of POPI (the Protection of Personal Information Act 4 of 2013) is to ensure the integrity and confidentiality of personal information in your possession (see Chapter eight). Companies should therefore ensure that their staff know how to prevent possible data breaches.