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Data Loss Prevention

Author: Ruban Rajasooriyar

Do you know how secure your organisation's data is?  You may have it covered when it comes to cyber attacks or filtering out malicious emails, but what about problems closer to home?  Could employees be innocently storing information in vulnerable cloud systems or mobile devices that puts data at risk?

88% of data breaches are caused by human error

While many office applications such as Office 365 or OneDrive offer great levels of convenience and flexibility, they also provide very easy ways of getting data out of an organisation.  Whether that's to enable employees to work from home or in rare cases through malicious attacks. Up to 90% of the data in Office 365 is unstructured, which poses significant risk mitigation challenges for IT teams and an increased risk of data loss. 

It's important your organisation adopts solutions that come with Data Loss Prevention (DLP) capabilities.  This includes email and cloud applications as well as files that are uploaded and changed within cloud storage apps.  To help with this many organisations choose to implement document management software that come with rights based security and added protection from data loss. 

Choosing a secure document management system

To provide protection from unauthorised access while allowing your employees to carry out their everyday tasks means there are varying levels of authorisation. You won't want the IT Manager to be able to see sensitive HR documents, or give editing rights on some documents to new members of staff. Whatever your need, a document management system should have a well defined rights system for accessing and editing documents across different roles. To go even further, some systems will allow access to be controlled on individual documents, and for very sensitive data, a high security mode can be used where documents are encrypted further so they can't even be accessed by a systems administrator. 

When it comes to data loss it's essential to have a back up copy of documents in your DMS to prevent against fire or flood damage, but alone, that is not enough.  The database and index criteria also need to be captured as saving the document itself is one thing, but being left with a mass of documents that are no longer categorised means you've no way of finding what you need. 

It makes sense to use a DMS that stores index criteria in a separate database from the documents themselves, allowing for basic backup solutions for both documents and databases.

Data security needs to be a priority for organisations of all sizes to ensure compliance with government and industry regulations.  Can your business guarantee document safety alongside traceability of what information has been accessed and when?  Speak with with us to discuss your requirements.

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