Dealing with Confidential Information in your Filofax

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There was an interesting discussion on Philofaxy about this during the week.

I handle quite a bit of sensitive information and have usually signed a non-disclosure agreement so the way I deal with this is:

1. All my bookings are in code. I never write a client’s name anywhere. I use a three letter client code or their initials.

2. All door entry and alarm codes are written in obscure places and in code. One way of doing this would be to write the numbers as ‘one digit on’ – so 2146 would be 3257

3. I can write backwards and upside down, I can get by in about 8 languages and I know 2 different versions of shorthand (one of them very obscure) so I usually write only initials (usually in different order) where necessary then combine several of the above depending on how sensitive the information is. The easiest for me is to use T-Line shorthand.

4. Any secret papers I work with are returned on site to be shredded. I don’t write anything down (thank heavens for a photographic memory!)

5. the usb stick I carry in my Filofax is password-protected and most of the information on it is encrypted.

6. I never leave my Filofax anywhere. Because I need it every minute of every day it is always with me. The only way I could lose it is if I was robbed or burgled and hopefully numbers 1 – 5 would help me there.

Sweden is very transparent so a lot of information is in the public domain – you can legally find out almost everything about someone except their medical records. So for this reason much of the personal information I have in my Filofax is available to everyone and is therefore of no interest. You also have to show your ID card many times a day so that would prevent someone from stealing my identity as easily as in other countries. I never have bank cards anywhere in my Filofax.

Regarding passwords I have three in use at any one time – one for high security stuff (Paypal, Ebay, Gmail, the server at work), one for medium (Amazon, online shopping sites) and one for low (sites I register on but don’t use). And I change them once a month. I do write them down but that book is in a secret place. I also use LastPass and the Apple Keychain to remember ones I cannot change so often. For anything I do have to write down I use a code (letters instead of numbers, one number on (as above).

You are never totally safe anywhere but I try 🙂

Author: Janet Carr

Fashion, beauty and animal loving language consultant from South Africa living in Stockholm, Sweden.

5 thoughts

  1. Concerning passwords, you may consider using password cards: google for it or have a look at http://www.passwordcard.org – this of course is not depending on using any Filofax at all, but you can store these cards in a Filofax without having security concerns.

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