As employees work remotely, whether home working, or on a business trip, data still needs protection.
Typically, this has been through:
- Access management policies
- Security software of devices.
However, in today’s modern world and with the backdrop of GDPR and the Data Protection Act 2018 organisations need to develop a thorough strategy for its data and remote access.
Creating new ways of accessing data, creates risk. Traditionally home workers have had to move data to work. This may be physically on paper or on things like USBs. Ideally, you need to have your data in one place, where everyone can access it, both in the office and at home.
Cloud-based document management systems are a good place to start. Find ones with high-security data centres. That has advanced encryption standards. HTTPS communication only and strict data separation.
Make sure the system has the scalability to support ant shape and size team. Microsoft Azure platform, multitenant architecture, increased users and storage when you need it. And integration and data exchange with other cloud applications and on-premises systems.
And research availability. Looking at whether it has a stable load distribution and performance adjustment. Continuous logging. Real-time security adjustment. And 24/7 monitoring and system support.
Clear data audit trails
Important things to ensure when managing data is:
- An audit trail of who is accessing data, when they are accessing it and what they are doing with it.
- Permission settings attached to logins so that there are strict rules around what data people can access.
- Reports on who tried to access data where they are not permitted to do so.
This will stop things like encryption USBs getting lost in the post. Or someone using a name convention that despite encryption, shares sensitive information.
Try not to micromanage homeworkers too much, by pulling data about how they are using their work computer. As they may use the device for both work and personal reasons, you may find yourself in breach of GDPR.
Working from home?
If you are navigating home working and need help or device on how to manage your data please just reach out firstname.lastname@example.org
We also have a DocuWare video you can watch, where our DocuWare expert Mike, shows you the basic tools EDRMS systems can give you. Watch the Video