How ECM Keeps Data Secure

July 14, 2016

PrintThere’s no doubt about it. Every company, no matter what size or type, has massive amounts of data and sensitive information that must be kept secure and accessible only to those who need it. There are solutions and best practices you can have in place that will ensure all of your information remains safe. Having a lack of technology and protocols to organize and protect your data is a good way to set yourself up for data security issues.

The challenge is huge.  The answer is clear: enterprise content management (ECM).

Data security doesn’t only have to do with information being stolen or hacked; it involves knowing where your data is located and being able to access it when needed. This is especially true when information is stored and filed on paper. The frequency of documents being misfiled and lost are higher than most people want to believe — and very costly. On average, between 2 percent and 5 percent of an organization’s files are lost or misfiled on any given day.

Now add to this compliance regulations and audits. With the increasing levels of compliance regulations and required audits, both internal and external, keeping track of necessary documents is more important than ever. This is difficult with a system heavy on hard-copy data. Paper-heavy businesses run the risk of being compromised or losing data that could result in lawsuits and other negative repercussions.

To combat these concerns, business executives have begun to implement firewalls and disaster recovery plans to ward off outside attacks on their data.

Having a strategy in place is the crucial key to your protection. The bloodline of your organization is your data and that is not something you can risk.

By employing this type of security — whether via secure routers, firewalls, anti-virus, or malware tools — you can rest easy knowing that your IT infrastructure won’t be attacked by outside intruders. And, if a breach does occur, the data recovery solution allows you to recover any of your IT infrastructures that might have been lost or damaged.

But what about internal threats — threats already in existence within the business?

You may not realize that real threats exist. The inside data breach is what your business should really be protecting against and a great way to do that is to implement an ECM solution.

ECM tools and techniques — otherwise known as information governance — can help you ward off inside data breaches. By their very nature, ECM solutions help to manage information and business-processing assets by storing, indexing and serving content to authorized users. Additionally, they offer different levels of security for the content they manage.

Even if you have your documents and information in digital format, you’re subject to security breaches and lost information if you don’t have an information management solution in place.

To counter attacks from the inside, ECM solutions provide comprehensive audit trails and proactive reporting techniques that you can use to track suspicious behavior, like irregular usage patterns or off-hours access. These tools are enough to provide you with the peace of mind that your content is safe and secure.

So not only are ECM solutions being implemented by businesses and organizations across the globe for their ability to save money, reduce paper-based manual processes, and streamline operations, they’re now being implemented to protect your IT infrastructure and documents from data breaches.

Hugo Palacios
Director, Enterprise Content Management

Hugo Palacios is responsible for four key areas, Governance, Marketing, Key Strategies and Operational Control for the company’s ECM practice. He also supports Konica Minolta’s Global Transformation Initiatives and is a key contributor to our Global Managed Content Services and ECM Business strategies. In his spare time, Hugo devotes his weekends to driving, cheering and supporting his daughters, who compete in field hockey, lacrosse and basketball club sports.