One of the most important things to consider when undergoing digital transformation and/or migration in a business is data and content protection. If you have lots of documents, records and other content, it can be a daunting task trying to secure it all. Luckily, SharePoint can be your data management friend, and a useful conduit for data.
When it comes to governance, it can be a tricky thing to get right– but it must be done properly in order to be compliant with rules and regulations. We’re not just talking about the General Data Protection Regulation (GDPR) either – internal compliance is also essential when it comes to data management.
SharePoint takes data protection and governance very seriously. SharePoint takes document management and data security very seriously. SharePoint deals with this in several different ways.
Firstly, it takes care of access rights and permissions of content. If you’re a Records Manager and deal with sensitive information on a daily basis, moving that data can be difficult due to security. With SharePoint, you can easily set permissions on that particular data and monitor who downloads it.
Secondly, you can get various kinds of policies that will look at your data and search for security risks. For example, there’s a policy that looks for sequences of numbers in your data that look like a credit card number. If someone tries to save a number like that into their OneDrive, then the policy will pick this up and encrypt it – or, it can send an email to the data admin to let them know so they can follow this up. Policies will take care of users who may be saving things they shouldn’t be saving to assist your organisation on an internal level.
Thirdly, SharePoint’s retention policies feature allows the automatic deletion of a record in a secure way. The idea behind retention policies is that every piece of data has a limited lifetime. Once it reaches the end of the lifetime, the retention policy will take some action against that data. Retention policies are important for GDPR as they’re a failsafe for when you design data collection, you’ll also need to design full lifecycle. If at the end of the lifecycle the data needs to be deleted, then the retention policy will take care of that for you automatically.
If you have data in various locations, it can be a logistical nightmare trying to move or change it; especially if you have certain regulations to abide by. With sensitive data comes a lot of risk and responsibility. The GDPR comes into effect in May next year, so you want to make sure all of your data is going to be compliant. Nobody wants to face huge fines or other consequences of possessing unsecure data. It’s important to be in control of all of your records and documents. SharePoint can be a fantastic way of organising governance on an internal level to make sure your company runs smoothly.
The automated and customisable nature of SharePoint makes it the perfect conduit for your data. You may already even have access to it – if you have Office 365, then you’ll have SharePoint access.
If you’d like to read more, check out our Records Management eBook here. We can also give you specialist advice on how to use SharePoint to your advantage, so just get in touch and we’ll be happy to help.« Back to News and Opinion