The Information Commissioner’s Office has published guidance on disclosing documents securely and avoiding the risk of a data breach when making information available to the public.

From public authorities handling Freedom of Information requests to organisations responding to subject access requests, many need to regularly disclose documents containing large amounts of information into the public domain. The ICO warns that personal information can be hidden or not immediately visible in documents and, if not checked properly, may cause unintended details to be disclosed.

The ICO guidance includes practical steps and how-to videos to help organisations understand how to check documents, including spreadsheets, for hidden personal information and reduce the risk of a data breach. Emily Keaney, deputy commissioner at the ICO, said: “We have seen a number of serious data breaches, including at the Police Service of Northern Ireland and the Ministry of Defence, which have involved documents being disclosed without proper checks for hidden personal information – this crucial step cannot be missed.

“All organisations must have robust measures in place to protect the personal information they hold and prevent it from being inadvertently disclosed. We are committed to providing clear guidance to help organisations get this right, reducing the margin for mistakes and making it second nature to check documents for hidden personal information.”

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