05 May Governance Across Systems: Why Is It Necessary for Your Organization?
Governance Across Systems:
Why Is It Necessary for Your Organization?
05 May 2021· 4 min read
In the past year, many project and relationship-based organizations have been forced to shift to remote or hybrid office formats. This has resulted in an increased reliance on virtual collaboration systems such as Microsoft Teams.
Platforms like Teams are best suited to allow the necessary collaboration on hundreds or thousands of projects, relationships, matters, engagements – whatever you may call them – that organizations may undertake over the course of a year.
Beyond internal efficiency, you need to always be conscious of preventing and reducing the risk of a cyber-attack – or what we call a “bad day.” Once hackers gain access to your organization’s systems, they copy and delete data – often going months without being detected. If your data is ungoverned, you might not even notice it happening.
It isn’t only the breach itself that adds to the cost in the aftermath of an attack. You could face heavy fines and penalties from regulatory bodies in the wake of a “bad day.”
That’s why governance is so important. It ensures efficiency, risk reduction, and compliance.
Governance Spans Across Systems
Organizations don’t work in a silo or in one system only. Any organization has an average of ten systems they use, including their document management system, CRM, HRIS, and lately, Microsoft 365 applications like Teams, SharePoint Online, and others.
When left ungoverned, these systems will not be able to communicate with each other, and you will have to manually go into each one to set up projects and security. This is highly inefficient and prone to human error, leaving your organization vulnerable to non-compliance issues and breaches.
Solving these challenges is easy!
Your governance strategy needs to take into consideration the many collaboration systems the organization uses (Microsoft 365, DMS, CRM, etc.) and how they work with each other. A unified strategy should be consistent across these systems to ensure security and avoid manually granting, updating, and restricting permissions.
Technology that integrates these systems and allows provisioning, classification, protection, movement, and minimization of data across them is key to achieving results.
Governance Starts with Managing Chaos
How and where you initiate a project and where your end-users save their files is a key part of governance. Left on their own devices, users will save data on their personal drives and then forget where they saved it, rendering them unable to find relevant content to do their jobs and collaborate efficiently.
This practice creates data chaos.
Chaos needs to be governed by providing logical places for users to save data and adding context by metadata. These ensure that users can find their content and the risk management team can understand what each piece of data is about and properly secure it.
Governance Is Everyone’s Job
Governance should be at the core of your organization, and your processes should make sure that everyone is responsible for it. It’s an all-hands-on deck approach, not something that just needs to be left to your IT or risk management teams.
Think about it: your marketing and sales teams often share and transfer personal information and data about clients. These team members are responsible for this information and need to make sure they are sharing and saving it securely.
Any personal or sensitive data should be properly secured. If someone saves client addresses in their local drive and the organization experiences a breach, hackers will have access to that data — which can land your organization in a world of hurt.
Ultimately, governance is about tracking content across these systems, securing it, and ensuring data are deleted when the project is over. In other words, everyone is involved in governance.
Governance Provides Efficiency and Risk Reduction
When governance is automated, your risk management team does not have to manually set security for every Team, Channel, workspace, folder, document, user or group – thus cutting costs for your organization.
Because data is properly classified and only the right people have the necessary permissions, governance also reduces the risk that users will have access to sensitive data or save it in the wrong location.
Even if you end up experiencing a “bad day” due to a data breach, you can assure regulatory bodies that you have set the right processes in place to ensure data protection, thus avoiding hefty fines.
How Prosperoware Helps
Prosperoware CAM is a Software-as-a-Service platform that serves as a last-mile solution to managing and governing disparate collaboration systems, including Microsoft 365. As organizations continue to adapt to hybrid workplaces during the pandemic, CAM is here to empower your organization to mitigate data chaos and reduce 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 supports various collaboration systems including Microsoft 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner, Lists), iManage, NetDocuments, file shares, HighQ, and more to come.
Here’s what CAM can do for you:
- Automatic provisioning of workspaces, Teams, Channels, and folders from Project Portfolio Management, CRM etc., or through human workflow using templates
- Rich, custom metadata for project or document context
- Unified project directory for content location for end users and risk management teams
- Automatically provision internal & external users, manage permissions, and integrate with ethical wall systems
- Data Loss Prevention including activity monitoring and bulk security & metadata changes
- Minimize data by setting data disposition policies or apply litigation hold