How to Maintain Confidentiality in Investigations Within Shared Workspaces

You can maintain confidentiality in a shared workplace by using secure systems. It's also crucial to control access and use strong digital tools created for modern legal teams.

According to IAPP's Privacy Governance Report 2024, only 21% of companies feel fully confident in their ability to comply with privacy regulatory requirements. The number reveals a major gap in modern data protection.

Each file or communication in your investigation may have valuable details. When working in an environment with constant foot traffic and shared desks, a single mistake can reveal more than you ever expected.

What Does It Mean to Maintain Confidentiality?

Maintaining confidentiality means protecting sensitive information. When trying to achieve shared workspace security, you need to safeguard things like:

• Personal records
• Internal documents
• Messages
• Contracts
• Findings

As a legal professional, your work may affect companies and their employees. The information in your files may also influence court outcomes. If you make a mistake, you can lose trust and face penalties.

Revealing sensitive information may also compromise your strategy. Maintaining confidentiality involves ensuring all these issues don't occur.

Platforms offering tools for eDiscovery investigations help you lower risk during every step.

How Would You Maintain Confidentiality in the Workplace?

You can strengthen privacy using confidentiality best practices and technology. You should always follow structured processes during your investigations.

Control Access

Your files will be safer if only the right people can open sensitive records. Limit access to files connected to active investigations only.

Then, give permission to team members who work directly on each case.

Your access list may grow quickly during busy periods. Reviewing access to folders every week lets you manage who can view sensitive information.

If you have strong limits, they'll support a smoother review process. Each person on your team can focus on the information matching their role, reducing unnecessary risks.

Secure Communication

Securing your communication protects your conversations and messages during legal work. You can use eDiscovery tools to do the following:

• Collect internal chats
• Protect shared files
• Access channel history

Tools like Teams eDiscovery can keep sensitive messages safe. However, it's better to go with an advanced AI-powered model like Reveal eDiscovery. Its AI-powered capabilities simplify your work and support you through every phase of your case.

The secure channels prevent unauthorized people from viewing private discussions meant for legal review only. Always choose solutions designed for your needs rather than basic chat tools.

Doing so will reduce stress and avoid confusion during your investigation.

Improve Awareness in Shared Areas

Improving awareness in your workplace will help you create a healthy culture. Encourage employees always to lock screens when stepping away, even for a bathroom break.

When in an open-plan office, sound travels farther than you might expect. Avoid discussing case details at your desk. It can expose information to people who should not hear it.

Choose private rooms or quiet corners for quick conversations about sensitive work. These workplace privacy tips will help your team stay mindful without slowing down tasks.  

Use Strong Storage Procedures

You need to keep your evidence safe from accidents or mix-ups. Use protected solutions to store digital files and lock printed materials inside cabinets or storage rooms meant for legal work.

Loose papers can spread across shared desks when a team is busy. Cleaning work areas and locking away paperwork at the end of each day keeps everything in order.

Your team should also avoid saving sensitive files on personal devices or random folders.

How Reveal Can Help You Maintain Confidentiality

Reveal offers powerful tools for legal professionals working inside shared environments. Every product inside the ecosystem helps you protect sensitive material.

You can use it for things like:

• Gathering evidence
• Filtering conversations
• Reviewing information
• Securing data

Our tool helps you run secure office investigations by giving you access to advanced analytics. It also allows you to connect it to communication solutions you already use.

All the features will make it easier to manage high-volume legal work. AI-powered sorting helps you find important information faster. Using our intelligence-driven filtering tool, you can save valuable hours.

Additionally, you can protect sensitive data by lowering the number of files handled manually.

Reveal supports strong information governance software practices. It allows you to do things like:

• Control who accesses each matter
• Maintain a structured process
• Support Slack discovery through dedicated connectors
• Create clear audit trails

You can also use our legal hold platform to ensure no one can delete or alter files without permission.

Freedom to choose is one of the reasons to select Reveal when looking for an eDiscovery solution. We let you decide where the platform runs and which features remain active.

Our team will create a customized environment built around your needs, ensuring you run secure office investigations.

Frequently Asked Questions

Does Information Governance Software Slow Down Daily Work?

No. A well-designed system speeds up your day.

You'll spend less time searching for files because everything has a dedicated folder or tool. Besides, it helps you avoid mix-ups with permissions and rules to guide your team.

You can focus on core matters, like reviewing documents and preparing for cases.

How Does Reveal Help With Collaboration?

Reveal gives your team one shared space where everyone can work together. Instead of sending files back and forth, everyone can all review documents inside the tool.

They can even leave notes and share ideas in real time. Our system also organizes tasks so each person knows what to handle next.

How Do You Protect Confidential Documents While Traveling?

Always carry sensitive files in encrypted devices or secure folders. Other helpful tips are:

• Avoid leaving laptops or printed materials unattended
• Access confidential files over secure Wi-Fi connections
• Collect printed materials immediately

Being able to protect your investigations shows professionalism. It also helps you avoid accidental disclosure outside the office.

Maintain Confidentiality in Your Workplace With Reveal

Investigations rely on discretion for compliance and success. Maintain confidentiality using secure digital tools and manage who can access information.

Control communications and store your files in safe environments to reduce risks.

Reveal's ecosystem empowers your efforts with industry-leading AI tech recognized by legal teams. We support over 4000 customers worldwide and cover all phases of the Electronic Discovery Reference Model (EDRM).

Book a demo to start securing your investigations.