What Steps Should Your Organization Follow to Implement Data Minimization Policies?

What Steps Should Your Organization
Follow to
Data Minimization Policies?
09 July 2021 · 4 min read
The shift to hybrid work has organizations rethinking their data governance strategiesIn the past year and a half, organizations have deployed many virtual collaboration systems, such as Microsoft Teamsleading to issues of data chaos. Couple that with users having access to sensitive data such as intellectual property data, and you have organizations that are highly vulnerable to cyberbreaches 
The downside to it? Millions of losses in revenue and reputational damage. 
When it comes to data security, many organizations focus on how to initiate a project and govern it while it’s still ongoing. Many overlook what happens once a project, matter, engagement- whatever you may call it – is over. Organizations end up holding data for too long, increasing storage costs and exposing themselves to risk of cyberbreaches.  
If a whole team of users still have access to sensitive data from a project that ended a year ago, hackers can exploit that access and copy or steal that data to hold it ransom over you.  
That’s why to limit the damage of cyberattacks and avoid privacy noncompliance, organizations should protect the data they need and minimize what they don’t.  
How to Implement Data Minimization Across Collaboration Systems 
Data minimization encompasses the process of deletion or minimization of data that is no longer necessary for the organization. This doesn’t only determine when to delete data, but also how to store it before its deletion.  
Data minimization policies take data throughout different stages depending on triggers set by the organization’s policies, regulations, and client requirements. These vary from one to the other. For example, these stages could be archival, movement to the DMS after the project has ended for one month, anonymization after one year, and full deletion after two years. 
To successfully implement data minimization policies, there are a few steps that organizations need to take 

1. Create a Data Map

When you don’t know what data your organization has, you cannot manage, govern, or delete it. Having a data map your organization better understand the type of data you have. Adding rich custom metadata makes it easier for risk management teams to understand data context  and apply appropriate security and minimization policies 


2. Develop a Data Minimization Strategy

If organizations do not have a data minimization strategy in place, they will be clueless as to what should happen to data after a project or matter has ended. As a result data ends up being stored longer than needed, increasing costs and the vulnerability to cyberattacks. 
That’s why your organization needs to develop a data minimization strategy involving specific steps that data must follow, including archival, movement to the main repository, anonymization, and deletion.  
Since each department within your organization has different data needs, where some require deletion after a few years, while others require a more detailed process of archival, understanding these requirements is key for this process.  

3. Implement Data Minimization Policies
Across Collaboration Systems

If you don’t implement data minimization policies across collaboration systems, their effect will be little to none. Thats because as organizations use many collaboration systems to deliver work, data is spread across them. 
Applying data minimization policies to only one system, leaves the other systems unregulated. Such a practice doesn’t solve the challenge of data chaos and your organization is still vulnerable to attacks. That’s why any system where data is stored and processed needs to align with your organizations data minimization strategy. 

4. Automate the Data Minimization Process

Applying and managing data minimization manually leaves room for human error and requires extensive usage of resources leading to unnecessary expenses. 
Organizations should automate this process using technology that enables more accurate and efficient processing. Automation includes selecting the right technology that will allow for trigger-based data minimization policies with integrated approval workflows.  
Triggers and approval workflows ensure that the organization has taken the necessary steps to assure its clients and regulators that the risk around sensitive data has been reduced. Automation data minimization also allows your organization to adhere to internal policies while also implementing the minimization strategy across all collaboration systems. 
All in all, bautomating data minimization, your organization will enhance efficiency, reduce cyber-risk, and minimize the costs of managing the exponential increase of data.   
And we are here to help you with that.  
How Prosperoware Helps 
Prosperoware CAM is a Software-as-a-Service platform (SaaS) for adoption and governance of collaboration systems. It allows organizations to provision, classify, protect, move, and minimize data, mitigating data chaos and reducing risks related to privacy & cybersecurity.
CAM enables organizations to create logical locations for users to place data and provides rich custom metadata capabilities to empower users to locate data and risk management teams to understand context so they can apply the right security and minimization policies.
CAM integrates with Microsoft 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner, Lists), iManage, NetDocuments, HighQ, and more to come.
Here is what CAM can do for you:
    • Provisioning of workspaces, Teams, Channels, Lists, Users & Groups, and folders from Project Portfolio Management, CRM etc., or through a human workflow using readily available templates.
    • Rich, custom metadata for project or document context.
    • Unified project directory for content location for end users and risk management teams.
    • Provision automatically or on-demand internal & external users, manage permissions across collaboration systems, and integrate with leading ethical wall systems.
    • Data Loss Prevention (DLP) with activity monitoring and bulk security & metadata changes.
    • Data protection by creating a separate archive of documents to access in case of incidents.
    • Minimize data by setting automatic data disposition policies or apply litigation hold.

Want to see CAM & Microsoft Teams in action?

Want to see CAM & Microsoft Teams in action?


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