eGovernance https://egovernance.com/ Archive | eDiscovery | Compliance | Information Governance Mon, 04 Mar 2024 21:50:59 +0000 en-US hourly 1 https://wordpress.org/?v=6.4.3 https://egovernance.com/wp-content/uploads/2021/05/cropped-e-governance-archiving-ediscovery-32x32.png eGovernance https://egovernance.com/ 32 32 AI in eDiscovery: Balancing Opportunity with Caution https://egovernance.com/ai-in-ediscovery/ Mon, 04 Mar 2024 21:50:59 +0000 https://egovernance.com/?p=2970 eDiscovery plays a crucial role in litigation, internal investigations, and compliance. However, exploding data volumes force legal professionals to walk a tightrope between identifying all relevant information and managing cost and risk. AI in eDiscovery offers huge benefits in terms of speed and insights, but significant challenges require legal teams to proceed with caution. Moving […]

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eDiscovery plays a crucial role in litigation, internal investigations, and compliance. However, exploding data volumes force legal professionals to walk a tightrope between identifying all relevant information and managing cost and risk. AI in eDiscovery offers huge benefits in terms of speed and insights, but significant challenges require legal teams to proceed with caution.

Moving from Traditional eDiscovery to TAR

Traditional eDiscovery methods involved using keyword searches to reduce the number of documents to collect for review. In theory, this approach had merit. However, it proved both cumbersome and time-consuming.

In the first place, large volumes of data in various locations and formats make it difficult to access relevant information. Secondly, because keyword searches do not take context into account, they may miss important data.

Enter technology-assisted review (TAR), also known as predictive coding. Using AI algorithms, TAR analyzes document sets, identifying and tagging potentially relevant documents. Humans train algorithms using examples of relevant and non-relevant data. During this training phase, the algorithm learns to make educated guesses about the remaining data.

While courts have approved the use of TAR for several years, recent advances in AI promise even greater benefits.

AI in eDiscovery

AI Delivers Clear Benefits for eDiscovery

AI, including TAR and additional emerging tools, has the power to revolutionize eDiscovery through automating tedious tasks and offering important insights. Advantages of this technology include:

  • Enhanced efficiency – By automating time-consuming tasks such as data tagging, AI can free up valuable human resources. And by prioritizing data with a higher probability of relevance, AI greatly reduces the amount of data for review. AI can also assist with creating summaries and chronologies.
  • Greater accuracy – Generative AI excels at combing through large datasets to extract and highlight relevant information. AI can also assist with automatically detecting and redacting sensitive data such as PII, thus improving compliance with data privacy regulations.
  • Ability to uncover hidden insights – By identifying patterns, trends, and anomalies, AI helps to reveal hidden connections that human reviewers might miss. It can also suggest documents similar to those already identified as relevant, potentially uncovering important information.
  • Improved reliability, reduced bias – AI applies a consistent approach to document review throughout the process. This helps to ensure fairness and reduce inconsistencies.

AI in eDiscovery

Every Lucky Penny Has a Flip Side

However, with great power comes increased risk, and AI introduces several key challenges that legal teams cannot afford to overlook.

  • Data security and privacy – Integrating AI into eDiscovery workflows adds another element to an already complex cyber security and privacy landscape. For instance, LLMs typically reside in cloud services such as Microsoft Azure. Additionally, threat actors can potentially poison the data used to train AI algorithms, significantly affecting output.
  • Unintended bias – The accuracy of AI algorithms depends on the data used for training. An AI model trained on biased data will amplify those biases.
  • Unexpected output and lack of transparency – No AI application can guarantee 100 percent accuracy, and many AI models operate as black boxes. This means that it can prove difficult to interpret how the AI tool reaches decisions. However, ethical decision making and regulatory compliance require transparency.
  • Validating evidence in an era of generative AI – In addition to risks in the eDiscovery process, AI also introduces difficulties in determining the veracity of evidence. Legal teams need to ensure that they are not including deepfakes in submitted evidence.

Responsible Implementation of AI in eDiscovery

Despite these challenges, careful implementation of AI holds immense potential to continue transforming eDiscovery. Legal teams should critically evaluate AI solutions, ensure human oversight, and address ethical considerations throughout the process. With eGovernance, organizations gain access to powerful, proven AI-powered eDiscovery.

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AI and Compliance: Finding the Sweet Spot to Balance Benefits with Risk https://egovernance.com/ai-and-compliance/ Thu, 01 Feb 2024 19:54:17 +0000 https://egovernance.com/?p=2937 The AI revolution is transforming the way businesses operate, driving innovation and reshaping the workforce. These emerging technologies have profound implications for regulatory compliance, as well. Understanding both the benefits and risks at the intersection of AI and compliance will help organizations adopt an agile approach to compliance management. Improved Analytics and Automation Strengthen Compliance […]

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The AI revolution is transforming the way businesses operate, driving innovation and reshaping the workforce. These emerging technologies have profound implications for regulatory compliance, as well. Understanding both the benefits and risks at the intersection of AI and compliance will help organizations adopt an agile approach to compliance management.

Improved Analytics and Automation Strengthen Compliance Efforts

Through analytics and automation, AI proves a game-changer for regulatory compliance. For instance, in a constantly evolving compliance landscape, organizations struggle to keep track of regulatory changes.

AI-enhanced tools bring the ability to analyze large and diverse data sets such as industry regulations, privacy laws, internal policies, and contracts. Using natural language understanding and semantic analysis, AI can help organizations identify relevant regulations and map their internal policies and procedures accordingly.

Additionally, AI allows the automation of tedious tasks such as data collection and classification, reporting, and compliance monitoring. Automating these tasks improves both speed and accuracy. It also helps compliance officers find and track data on multiple platforms throughout the organization.

Unique Risks Necessitate Updated Strategies

However, AI also poses new compliance challenges that require a proactive approach. In the first place, AI and machine learning rely on large amounts of training data. To avoid bias and ensure effective decision-making, companies must ensure these systems have access to accurate, complete, and relevant information.

At the same time, the data used for AI training models may contain sensitive or personal information. Organizations need to adjust policies and procedures around data collection, storage, and use to make sure sensitive data remains compliant.

AI and Compliance

The rise of AI also introduces new cyber security risks. AI-powered cyber-attacks greatly increase the risk of successful phishing attempts and data breaches. To demonstrate compliance, companies must be able to show that they have implemented appropriate security measures to counter these evolving threats.

Finally, compliance requires transparency and accountability. While automation delivers key benefits, it requires human oversight. Organizations will need to disclose their use of AI systems. They must also be able to explain the logic, methods, and limitations of their AI systems to outside regulators.

Best Practices for Effectively Managing AI and Compliance

To leverage the benefits of AI while providing data security and transparency, businesses should adopt a holistic approach. For example, they should:

  • Strengthen information governance with AI in mind – Effective AI depends on huge amounts of high-quality data. More than ever, businesses must know where their data lives and what their data contains. And they must carefully control AI access to data based on sensitivity and regulatory requirements.
  • Adjust cyber security policies and procedures as necessary – Cyber security strategies need to account for emerging AI-powered cyber threats such as deepfakes. Additionally, security teams must guard against threat actors that attempt to manipulate AI algorithms and corrupt the data that feed them.

AI and Compliance

  • Implement regular audits and compliance monitoring – Regularly audit AI systems for potential vulnerabilities. This may include adjusting algorithms to accommodate regulatory requirements. Continuous compliance monitoring should include policies specific to data usage for AI.
  • Provide robust training – Businesses should provide effective training to staff on the principles, practices, and implications of AI projects. For instance, employees need to understand the potential for bias and other ethical issues. And they need to understand how to recognize and remedy potential problems with AI systems.

Build a Comprehensive and Agile Data Compliance Strategy

AI introduces new vistas in a constantly changing data environment. For compliance, it presents a double-edged sword. On the one hand, AI can streamline compliance efforts and allow organizations to effectively manage and monitor data at scale. On the other hand, AI introduces increased security risks and complicates compliance efforts.

eGovernance compliance solutions provide critical data visibility and control throughout the organization. They simplify data classification and compliance monitoring and provide critical transparency. Combined with comprehensive data security from eMazzanti, eGovernance delivers the peace of mind businesses need.

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eGovernance Compliance Solutions

eGovernance addresses the requirements of organizations to provide regulatory compliance as well as those organizations wishing to monitor and assess compliance with their own internal policies. Compliance and Security officers can monitor for sensitive content and take action to eliminate or mitigate potential threats or liabilities.

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Leverage Technology for eDiscovery Wins in 2024 https://egovernance.com/technology-for-ediscovery/ Mon, 11 Dec 2023 23:35:22 +0000 https://egovernance.com/?p=2919 eDiscovery represents a crucial component of litigation, compliance, and investigations for legal teams and businesses. Exploding data volumes and a constantly evolving data technology environment introduce significant complexity to the process. Learn how to leverage technology for eDiscovery wins in 2024. Managing Data in Diverse Locations and Formats The increasing adoption of cloud services, mobile […]

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eDiscovery represents a crucial component of litigation, compliance, and investigations for legal teams and businesses. Exploding data volumes and a constantly evolving data technology environment introduce significant complexity to the process. Learn how to leverage technology for eDiscovery wins in 2024.

Managing Data in Diverse Locations and Formats

The increasing adoption of cloud services, mobile devices, social media, and the IoT places substantial demands on eDiscovery systems. Data generated and stored in numerous locations and formats proves difficult to find and manage. Remote work further complicates the process by increasing the risk of data loss due to the use of personal devices and insecure networks.

For instance, data relevant to a given case may appear in videos, documents, text messages, and security camera footage. Information that lives on mobile devices or in highly disorganized data stores in legacy systems present additional challenges for legal teams.

To address these challenges, organizations should take a proactive and holistic approach to information governance. This involves implementing policies and procedures to track and secure data throughout its lifecycle. But classifying and monitoring sensitive information at scale, as well as enforcing security and privacy policies, requires automation.

Technology for eDiscovery

AI Plays Complex Role Technology for eDiscovery

AI has become essential to automating and optimizing information governance tasks such as data classification and policy enforcement. It can also help legal teams improve the accuracy and efficiency of eDiscovery outcomes by automating data deduplication, redaction, document review, and predictive coding.

Further, AI enables more advanced capabilities like sentiment analysis and topic modeling. These capabilities help legal teams understand the context and meaning of the data, as well as identify relevant facts and patterns. Note that AI does not replace information governance. But it can help information governance personnel find and process data at scale.

On the other hand, AI adds risk to information governance and eDiscovery processes. For example, using poor quality or insufficient data to train AI algorithms can result in biased or inaccurate results. False or misleading texts in turn affect the reliability and admissibility of evidence.

Organizations using generative AI should implement best practices including flagging text generated by AI. They should also apply rigorous quality control to ensure that generated texts are accurate, relevant, and consistent with original sources. Further, clear protocols and standards for the use and disclosure of AI in discovery will prove essential.

Cloud-based eDiscovery Delivers Scalability, Efficiency

Cloud-based solutions dominate the eDiscovery technology landscape because they offer lower costs, greater scalability, and faster deployment. Additionally, they deliver vastly improved accessibility for teams spread across distance. Consequently, experts predict that legal adoption of cloud-based technology will continue to grow rapidly in the coming year.

Cloud computing allows organizations to store, process, and access large amounts of electronically stored information (ESI) from anywhere. This improves collaboration, saves time, and promotes data security by allowing responders to perform an initial data review in place.

Technology for eDiscovery

Blockchain on the Horizon for eDiscovery

While not yet in mainstream use, blockchain technology has the power to play an increasingly useful role in enhancing eDiscovery. By recording transactions in a secure, transparent, and immutable way, it promises significant eDiscovery benefits, including:

  • Verifying the authenticity and provenance of ESI
  • Tracking data ownership, custody, and transfer
  • Reducing the risk of data breaches by strengthening access control and encryption
  • Promoting efficiency and accuracy by enabling smart contracts and automating tasks such as data collection, preservation, and review
  • Enforcing compliance with regulations such as data retention policies

Proactive legal teams will keep a close eye on developments in blockchain technology, as it could have a substantial impact on eDiscovery.

Partner with Technology for eDiscovery Experts

Navigating eDiscovery challenges and opportunities requires an approach that harnesses technology for eDiscovery while instituting information governance best practices. With eGovernance solutions for eDiscovery and information governance, organizations reduce costs while simplifying processes and producing consistent, defensible results.

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eGovernance eDiscovery Solutions

Providing a set of sophisticated and simple to use tools to search, refine and extract data in support of FOIA requests, litigation or internal audits; eGovernance provides organizations with rapid and efficient data discoveries to meet ever growing regulatory and financial deadlines.

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Data Governance Roles and Responsibilities Provide Framework for Business Initiatives https://egovernance.com/data-governance-roles-and-responsibilities/ Thu, 02 Nov 2023 20:43:01 +0000 https://egovernance.com/?p=2899 Proactive data governance drives data value, improving decision making and supporting innovation. But ensuring data accuracy, consistency, security, and compliance requires a coordinated effort. By clearly defining data governance roles and responsibilities, organizations can more effectively leverage data for business value. Typical roles and responsibilities include data owners, stewards, custodians, and consumers, guided by a […]

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Proactive data governance drives data value, improving decision making and supporting innovation. But ensuring data accuracy, consistency, security, and compliance requires a coordinated effort. By clearly defining data governance roles and responsibilities, organizations can more effectively leverage data for business value.

Typical roles and responsibilities include data owners, stewards, custodians, and consumers, guided by a data governance committee. Individual organizations will, of course, adapt these roles according to their needs and organizational maturity.

Data Owner

The data owner refers to the person or group with authority and accountability for a specific dataset. Usually a senior manager or business leader, data owners define business requirements and rules for the data. They also establish quality standards and metrics and approve data policies and procedures.

For example, a marketing director owns customer data, overseeing customer segmentation, targeting, and personalization strategies. Likewise, a product manager owns the product data, driving the product development, launch, and feedback processes.

Data Steward

Data stewards include those responsible for implementing data policies and procedures. For instance, a data steward will help monitor data compliance with established regulations and internal standards. They may also educate the workforce on how to access, use, and share data to ensure compliance with privacy and security best practices.

Data Governance Roles and Responsibilities

Data Custodian

Data custodians oversee the technical aspects of data management. This includes the processes surrounding data storage, and well as backup and recovery, data access, and quality control.

For example, database administrators manage the databases that store the data, ensuring optimization and security. Data analysts, on the other hand, perform queries and reports on data using tools such as SQL or Python. Their insights and recommendations support decision making.

Data Consumer

Data consumers, as the name suggests, use data for a variety of purposes, from decision making to innovation. They play a key stakeholder role in data governance, as they have specific needs and expectations regarding the quality and availability of the data.

For example, marketing managers leverage data to personalize marketing campaigns. Or product managers developing new products collect data regarding user behavior to inform decisions about features to include.

Within the data governance framework, data consumers have responsibility for providing feedback and identifying issues. These may include issues such as errors or inconsistencies within the data set. They may also include problems with accessibility or data silos that diminish data value.

Data consumers also play a critical role in data security and compliance. By complying with security best practices and policies for data use, they help reduce risk.

Data Governance Roles and Responsibilities

Coordinate Data Governance Roles and Responsibilities to Drive Business Goals

The data governance committee includes stakeholders from across the organization. This committee oversees the implementation and maintenance of the data governance program. They begin by defining the vision and goals relating to the organization’s data, as well as the responsibilities of data owners, stewards, custodians, and consumers.

The committee will develop and approve data policies and procedures, ensuring they align with the company’s business goals and compliance requirements. They monitor and measure the performance of data governance activities. And they identify both risks and opportunities for improvement. Importantly, they serve as data champions.

For example, a healthcare organization’s data governance committee oversees the quality, privacy, and security of patient data across different departments. Likewise, a retail company’s data governance committee coordinates the collection and integration of customer data from various sources.

Jumpstart Data Governance Strategy with Expert Guidance

Effective data governance requires building data strategies one piece at a time. The data experts at eMazzanti Technologies and Messaging Architects will help your organization implement a structured and comprehensive program to reduce risk and increase data value.

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eGovernance Cloud Solutions

eGovernance is a Cloud based solution for preserving, discovering and accessing digital data within your email and document storage systems for compliance, audit, security, eDiscovery and warehousing of critical or older data.

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Robust IT Governance Unlocks the Power of Information to Drive Business Objectives https://egovernance.com/it-governance/ Thu, 05 Oct 2023 19:59:52 +0000 https://egovernance.com/?p=2830 When companies manage their information resources effectively, they improve business results while reducing risk and gaining competitive advantage. This requires understanding and building the synergy between information governance and IT governance. Information governance encompasses the overall strategy for information across the organization. This includes identifying, categorizing, and storing data. It also involves managing information lifecycles, […]

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When companies manage their information resources effectively, they improve business results while reducing risk and gaining competitive advantage. This requires understanding and building the synergy between information governance and IT governance.

Information governance encompasses the overall strategy for information across the organization. This includes identifying, categorizing, and storing data. It also involves managing information lifecycles, ensuring data security and supporting eDiscovery and regulatory compliance.

IT governance, on the other hand, ensures the technical foundation and support for information governance. By implementing information governance and IT governance in coordination, organizations optimize their use of information assets. At the same time, they improve risk management, ensure regulatory compliance and drive innovation.

Data Management

Data holds tremendous potential to provide insights, improve decision making, and inform strategy. At the same time, the sheer velocity of data poses challenges. Organizations ingest huge quantities of data in various formats from a wide range of sources. But if people cannot find and access quality data when they need it, it holds little value.

IT governance supports data management by providing the tools, policies, and processes to ensure data quality and availability. This includes supporting the classification and storage of data as well as controlling information access and sharing. It also involves enabling effective and responsible archiving and destruction of data.

For example, IT governance establishes the data architecture necessary to ensure that all team members can access accurate information, regardless of their location. It also provides data analytics and visualization tools to enable data exploration and reporting.

IT Governance

Risk Management

Any business activity entails risk that can negatively impact the company’s performance, reputation, and even its bottom line. Insufficient cyber security measures introduce the risk of data breach, for instance. Likewise, natural disasters and ransomware can interrupt business continuity and result in crippling data loss.

Risk management requires IT governance to provide the necessary resources and processes to enable risk identification, analysis, and response. For example, effective IT governance provides for risk assessments to identify potential vulnerabilities of IT systems and processes. It will also include the implementation of strategies and controls to close security gaps moving forward.

Additionally, risk management must include implementing data backup and recovery procedures as part of an overall business continuity strategy. And once the organization has identified risks and initiated mitigation strategies, ongoing IT monitoring enables timely resolution of any issues.

Compliance Management

Effective risk management forms a critical component of overall compliance management. Regulatory compliance plays a critical role in avoiding legal penalties, maintaining trust, and achieving competitive advantage. For many organizations, compliance challenges provide the initial motivation for developing and implementing information governance programs.

Here again, IT governance supports compliance management by providing necessary systems and processes to enable compliance evidence and improvement. This includes policies and procedures around data privacy and security. It also includes a strong reporting component to establish proof of compliance with applicable legislation and industry standards.

IT Governance

Innovation

Data plays an increasingly important role in guiding innovation. For example, by analyzing data from various sources, the company can understand what customers need and value. Data also provides insights into gaps and opportunities in current product offerings. With these insights, the organization can then design and deliver solutions specifically targeted to customer needs.

IT governance supports data-driven innovation by fostering a culture of experimentation and collaboration while providing the necessary resources and guidance. This often includes delivering the guidance and structure to responsibly and successfully leverage emerging technologies such as AI.

Optimize Use of Information Assets with Effective IT Governance

By coordinating IT governance and information governance, organizations increase the value of data assets while reducing risk, achieving compliance, and supporting innovation. This requires ensuring that IT infrastructure and operations are automated and integrated where feasible. It also involves using best practices to enhance information security, quality and availability.

Consider seeking external guidance and support as you develop your governance strategies. For instance, the consultants at eMazzanti and Messaging Architects bring a wealth of experience and tools to help you unlock the power of data for your organization.

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eGovernance Cloud Solutions

eGovernance is a Cloud based solution for preserving, discovering and accessing digital data within your email and document storage systems for compliance, audit, security, eDiscovery and warehousing of critical or older data.

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Effective Information Governance Strategy Drives Data Value and Supports Business Goals https://egovernance.com/information-governance-strategy/ Thu, 07 Sep 2023 21:50:53 +0000 https://egovernance.com/?p=2817 Information governance involves locating and managing information wherever it lives throughout the organization. This includes managing the data lifecycle, providing for data security, and maintaining regulatory compliance. An effective information governance strategy helps organizations achieve strategic goals while reducing risk. However, implementing effective information governance requires careful planning and coordination. And it takes time. Organizations […]

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Information governance involves locating and managing information wherever it lives throughout the organization. This includes managing the data lifecycle, providing for data security, and maintaining regulatory compliance. An effective information governance strategy helps organizations achieve strategic goals while reducing risk.

However, implementing effective information governance requires careful planning and coordination. And it takes time. Organizations should start with a comprehensive data audit to inform next steps. Leveraging information governance consulting services will streamline the process.

Assess Your Current State and Future Data Goals

To begin with, the organization must learn what data it has and where it lives. An initial data audit will develop a picture of data across the enterprise. The audit includes components such as:

  • Data mapping – The organization must identify where data lives and how it is stored. This will include understanding information infrastructure elements such as document libraries. It will encompass all storage locations, whether on premises or in the cloud. And it will involve identifying sensitive data.
  • Determining data quality – Duplicates, outdated information, and data silos all affect the quality of data. Likewise, access issues affect the usefulness of data. If the right people cannot find and access the information they need quickly and securely, the data holds little value.
  • Assessing data processes and policies – Determine what information policies exist and whether they are enforced. These include policies for accessing and sharing data as well as policies for retaining and destroying information.
  • Evaluating information security – A cyber security assessment reviews the policies and security controls governing information storage, movement, and access. And it evaluates existing security measures against regulatory requirements, industry standards and business needs.

With an understanding of the current state of information, the organization can define its vision and goals for information governance, aligning those goals with business needs.

Information Governance Strategy

Locate and Classify Data

Data classification proves foundational to good information governance. Sensitive and important data may be hidden in documents, meeting minutes, emails, chats and more. Labeling sensitive data allows data stewards to track that data and apply essential protections such as encryption and sharing restrictions.

Manually locating and tagging data proves difficult if not impossible at scale. But AI-powered tools automate the process of finding and classifying data wherever it lives. Properly classified data simplifies regulatory compliance and eases the eDiscovery process.

Define and Implement Data Lifecycle Policies

Data classification plays a key role in enforcing data retention and destruction policies. Regulations such as PCI DSS and HIPAA include strict rules around the minimum amount of time to retain certain types of information. On the other hand, information retained too long can become a liability.

Automating retention policies according to data type gives the organization a defensible way to maintain regulatory compliance. Because regulations and business priorities evolve over time, data stewards should regularly review and update retention policies.

Ensure Compliance Management

To address mandates from a wide variety of regulations, an effective information governance strategy should include regular compliance monitoring. eGovernance monitoring tools deliver visibility into sensitive data from a single console. Content alerts and reports allow for proactive remediation. And monitoring provides proof of policy demanded by many regulations.

Information Governance Strategy

Build Comprehensive Data Security

Data security works hand in hand with compliance monitoring as an essential element of information governance. While regulatory compliance mandates reasonable security precautions, organizations must move beyond checkbox compliance to protect against data breaches.

A risk assessment will highlight vulnerabilities and provide a basis for security planning. Security strategies must include ensuring proper access management. Endpoint protection, encryption, data backups, and multifactor authentication prove critical, as well. And organizations must address supply chain security and provide regular security awareness training for all staff.

Adapt Information Governance Strategy to Business Needs

Company structure, business priorities and specific industry requirements all play a role in information governance. Consequently, the optimal strategy will look different from one company to another. In every organization, however, effective information governance requires engagement of stakeholders and users throughout the organization.

eGovernance delivers a cloud-based information governance solution. Our consultants will work with your organization to design and implement an information governance strategy customized to your specific business needs.

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eGovernance Cloud Solutions

eGovernance is a Cloud based solution for preserving, discovering and accessing digital data within your email and document storage systems for compliance, audit, security, eDiscovery and warehousing of critical or older data.

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How to Archive Email Records for Small Business with Enterprise-Level Features https://egovernance.com/how-to-archive-email-records-for-small-business/ Thu, 03 Aug 2023 17:55:05 +0000 https://egovernance.com/?p=2804 Email archiving solutions offer several key benefits for small businesses, from maintaining regulatory compliance to improving productivity and protecting data. By knowing how to archive email records for small business, managers clean up active mailboxes while leaving emails available and retrievable. When choosing an archiving solution, businesses have various options. The right solution will depend […]

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Email archiving solutions offer several key benefits for small businesses, from maintaining regulatory compliance to improving productivity and protecting data. By knowing how to archive email records for small business, managers clean up active mailboxes while leaving emails available and retrievable.

When choosing an archiving solution, businesses have various options. The right solution will depend on business needs. For instance, consider whether the organization will need to archive email messages from multiple platforms. Additionally, consider regulatory requirements, as well as how much granular control the organization will need.

Two popular email archiving solutions include the Microsoft 365 Business Standard email archive and eGovernance archive. Each solution offers significant benefits for small businesses. Organizations should carefully evaluate their needs and budgets as they select the archiving solution most suited to their purposes.

Microsoft 365 Business Standard Email Archiving

Microsoft 365 Business Standard offers email archiving as part of its cloud-based productivity suite. This option is scalable, easy to set up and use. And it offers important email security and compliance features. With Microsoft email archiving, business users can:

  • Access archived email messages from Outlook on the web, Outlook desktop app or Outlook mobile app.
  • Search archived email messages using keywords, filters, and advanced query syntax.
  • Apply retention policies to archived email messages to automatically delete or preserve them based on predefined criteria.
  • Place archived email messages on hold to prevent deletion or modification for legal or investigative purposes.
  • Export their archived email messages to a PST file or an Azure storage location for backup or migration purposes.

How to Archive Email Records for Small Business

However, Microsoft email archiving does have several limitations that small businesses need to consider. For example, it does not support third-party email platforms or applications, such as Gmail or Thunderbird. And it does not provide granular control over archiving policies, such as excluding certain folders or attachments from archiving.

Additionally, certain archiving features remain tied to Microsoft licensing levels. Consequently, organizations may not benefit from uniform coverage throughout the organization. Since companies often choose to adjust licensing based on job functions, this can leave part of the workforce without adequate archiving features.

eGovernance Email Archiving

Like the Microsoft solution, eGovernance email archiving offers immediate scalability and 24×7 access to archived email messages. Powerful search capabilities aid users and eDiscovery efforts, and organizations can apply retention policies and automated holds. Also, important security controls keep the archives secure and compliant.

In addition, the eGovernance solution provides critical features not available through Microsoft. For instance, eGovernance:

  • Supports multiple email platforms and applications, from Microsoft 365 to Gmail, Thunderbird and more.
  • Provides granular control over archiving policies, such as excluding certain folders or attachments from archiving. Organizations can also apply retention rules based on keywords or metadata.
  • Offers advanced features such as deduplication, compression, analytics, auditing, and reporting.
  • Provides uniform coverage regardless of Microsoft licensing level. This means that discovery services and policy-based retention remain consistent across all enterprise and business licensing levels.

eGovernance does require some technical expertise to implement. Businesses will achieve optimal results when partnering with eGovernance consultants. However, users will find the system easy to use. Even beginners can perform sophisticated searches of their archives without memorizing Boolean syntax and statements.

How to Archive Email Records for Small Business

How to Archive Email Records for Small Business with Expert Help

As organizations decide how to archive email records for small business, they should look carefully at their email environment and business needs. They should also review retention needs and regulatory requirements.

Whether organizations choose Microsoft or eGovernance for email archiving, the archiving consultants at eMazzanti and Messaging Architects can help. As Microsoft partners, and with deep expertise in eGovernance, they will ensure that organizations optimize the archiving process to support business goals.

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eGovernance Archiving Solutions

Meeting the needs of organizations struggling with information bloat or wishing to retain independent discoverable copies of important information, eGovernance Archiving provides fully managed and policy driven access for auditors and end-users.

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Information Security Governance: A Strategic Imperative in the Digital Age https://egovernance.com/information-security-governance/ Tue, 30 May 2023 19:05:41 +0000 https://egovernance.com/?p=2779 Information security governance (ISG) generates and maintains an organizational framework that aligns information security strategies with business objectives. It also verifies that information security policies and procedures comply with current laws and regulations. Essential to long-term business success, it functions as a key component of any organization’s governance, risk, and compliance (GRC) strategy. According to […]

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Information security governance (ISG) generates and maintains an organizational framework that aligns information security strategies with business objectives. It also verifies that information security policies and procedures comply with current laws and regulations. Essential to long-term business success, it functions as a key component of any organization’s governance, risk, and compliance (GRC) strategy.

According to the IBM Cost of a Data Breach Report, the average cost of a data breach in 2022 was $ 4.35 million. The report also found that 45% of breaches occurred in the cloud, with public cloud breaches costing the most. Thus, effective ISG makes financial sense.

Clear Vision and Action Required

The primary elements of ISG include:

  • A clear vision and direction for information security communicated and supported by senior management and stakeholders.

For example, an organization can define its information security mission, vision, and values, and communicate them through a charter, a policy statement, or a code of conduct.

  • A set of policies, standards, guidelines, and procedures that define the roles, responsibilities and accountabilities of information security functions and processes.

Thus, the organization establishes an information security policy framework that covers topics such as access control, data protection, and incident management.

  • A mechanism to monitor, measure and report on the performance and effectiveness of information security controls and activities.
  • A process to identify, assess and manage information security risks and incidents in a timely and consistent manner.

Thus, an organization should implement an incident response plan that defines the roles, procedures, and tools for handling information security incidents.

  • A culture of awareness, education and training that fosters a shared understanding and commitment to information security among all employees and partners.

Organizations that conduct regular security awareness training and simulations to raise the level of security knowledge and behavior among staff and stakeholders reduce the risk and cost of a data security breach.

Information Security Governance

Protect Assets and Reputation; Increase Efficiency and Innovation

The benefits of information security governance extend beyond protecting information assets. Effective ISG enables organizations to:

  • Protect information assets from unauthorized access, disclosure, modification, or destruction.

For example, effective ISG can prevent costly data breaches, cyberattacks, frauds and thefts that compromise confidential information and intellectual property.

  • Enhance reputation and trust among customers, suppliers, regulators, and other stakeholders.
  • Avoid lawsuits, investigations and sanctions that result from violating data protection laws, privacy regulations or contractual obligations.
  • Improve operational efficiency and effectiveness by minimizing disruptions, errors, and losses.
  • Achieve strategic goals and objectives by enabling innovation, collaboration, and agility.

Staff more readily leverage information assets to create new products, services or business models that enhance competitive advantage and customer satisfaction.

Information Security Governance Challenges

However, efforts to implement ISG often encounter challenges. For example, an organization may face difficulties in obtaining sufficient budget, resources, or authority for its information security initiatives if senior management does not prioritize their importance or value.

And an organization may encounter resistance or inconsistency in implementing its information security policies or controls. If different departments or teams have goals or interests not aligned or harmonized with the whole, it reduces their incentive to comply.

Additionally, some organizations may lack the necessary staff or tools to perform information security activities. If they don’t invest in recruiting, training, or outsourcing information security capabilities, they fall behind.

And organizations may face challenges in enforcing their information security rules or standards. This happens when employees or partners do not understand or appreciate the benefits or consequences.

Information Security Governance

Adopt a Holistic, Proactive, Continuous Approach

To overcome these challenges, organizations must adopt a holistic, proactive, and continuous approach to information security governance. They need to align their information security objectives with business goals and engage stakeholders in a collaborative dialogue.

Organizations must also allocate adequate resources and capabilities to their information governance and security functions.

Fostering a culture of awareness and accountability among employees and partners delivers long-term benefits. And adapting information security practices to the changing environment makes the process sustainable.

Information Security Governance Experts

Not a one-time project or a checklist item, the ISG journey requires constant vigilance, improvement, and alignment. By embracing ISG as a strategic imperative, organizations enhance their resilience, competitiveness, and success in the digital age. The eGovernance.com information security governance experts stand ready to assist.

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eGovernance Cloud Solutions

eGovernance is a Cloud based solution for preserving, discovering and accessing digital data within your email and document storage systems for compliance, audit, security, eDiscovery and warehousing of critical or older data.

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eGovernance Solution Companies Tackle Complex Information Governance Challenges https://egovernance.com/egovernance-solution-companies/ Sat, 22 Apr 2023 23:47:56 +0000 https://egovernance.com/?p=2753 Data drives business strategy, informs patient care, and helps companies connect with both customers and vendors. While critical for success, data can prove a significant liability if not managed properly. eGovernance solution companies bring the tools and expertise organizations need to harness the power of data. Consider the vast amount of sensitive data held by […]

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Data drives business strategy, informs patient care, and helps companies connect with both customers and vendors. While critical for success, data can prove a significant liability if not managed properly. eGovernance solution companies bring the tools and expertise organizations need to harness the power of data.

Consider the vast amount of sensitive data held by county governments. Without appropriate information governance, sensitive information related to local citizens and businesses could be vulnerable to breach. And when mismanaged data makes it difficult to fulfill public records requests, governments incur penalties and lose face with the public.

On the other hand, when that same county government manages, secures, and uses data effectively, they achieve critical goals of accountability, transparency and efficiency. Decision makers have reliable access to quality data, and public trust in the governing process increases. These same benefits apply to organizations in all industries.

What is eGovernance?

eGovernance refers to electronic governance, specifically governance of electronic information. As in the county government example above, common goals of eGovernance include improving data access, strengthening data security, driving efficiency and productivity and promoting accountability.

That is, organizations need to know what data they have, where it lives, who owns it and who can access it. They need to ensure that they data they own is high quality and secure from breach. And they need to achieve compliance with legislation and other regulations that govern data.

eGovernance Solution Companies

Information Governance Challenges

Today’s data environment poses significant challenges for information governance. In the first place, organizations collect massive amounts of data every day from many disparate sources. These include Teams documents, customer input from company websites, emails, meeting recordings, chat messages, data from IoT devices and much more.

Because information lives in so many different places, including BYOD devices and remote locations, identifying and securing that data proves challenging. At the same time, the regulatory environment grows more complex every year.

Technology trends such as cloud computing and artificial intelligence offer exciting capabilities. But they also complicate the cyber security environment and introduce new privacy and ethics concerns.

Finally, decision makers and data analytics tools need clean, trustworthy data. This requires comprehensive checks for duplicates, errors, and outdated information. It also requires a balance between facilitating data access and ensuring data protection and privacy.

eGovernance Solution Companies Best Practices Deliver Key Benefits

By following best practices for information governance, organizations do more than ease the path to regulatory compliance. They also reduce risk, ensure appropriate access to high quality data, and improve business planning.

An effective information governance program steps beyond checkbox compliance. For instance, in addition to ensuring the implementation of appropriate data security controls, proactive organizations will conduct penetration testing.

In addition, automating repetitive or redundant tasks such as tagging data and processing permission requests helps to reduce error. In fact, automation proves essential to managing an increasingly complex data environment.

As organizations migrate some or all their data to the cloud, they will need to adjust the tools they use to manage their data. Look for tools designed specifically to find and manage data across multiple clouds and on-premises environments.

eGovernance Solution Companies

Partner with eGovernance Solution Companies to Achieve Business Goals

An eGovernance solution company will help you choose and implement information governance solutions tailored to your business needs. The consultants at eMazzanti Technologies and Messaging Architects deliver a fully managed, cloud-based solution for preserving, discovering, and accessing digital data across your data environments.

Our data experts will begin by assisting you to build a comprehensive data and records management plan to reduce unstructured data and risk. A state-of-the-art archiving solution facilitates policy-based retention and destruction of data, regardless of Microsoft license type. Add our powerful eDiscovery tool and digital compliance solutions to gain the transparency, accountability, and efficiency your organization needs.

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eGovernance Cloud Solutions

eGovernance is a Cloud based solution for preserving, discovering and accessing digital data within your email and document storage systems for compliance, audit, security, eDiscovery and warehousing of critical or older data.

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Business Email Archiving Best Practices Streamline Compliance and Drive Productivity https://egovernance.com/business-email-archiving/ Mon, 20 Mar 2023 18:37:57 +0000 https://egovernance.com/?p=2733 According to estimates, the average employee receives over 100 work emails every day, or more than 25,000 per year. In the event of litigation, organizations may be required to produce relevant emails years after the fact. Consequently, as the regulatory environment becomes more complex, business email archiving plays an essential role. For example, the Sarbanes-Oxley […]

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According to estimates, the average employee receives over 100 work emails every day, or more than 25,000 per year. In the event of litigation, organizations may be required to produce relevant emails years after the fact. Consequently, as the regulatory environment becomes more complex, business email archiving plays an essential role.

For example, the Sarbanes-Oxley Act (SOX) mandates that publicly traded companies indefinitely retain emails related to insider dealings. Banking laws mandate a five-year retention period. Numerous additional laws and industry regulations require various retention periods for certain types of emails.

To stay compliant, companies turn to archiving solutions. But the various solutions offer a wide range of features, and organizations must define and enforce retention policies. The process can prove complex, but these best practices will help organizations achieve compliance while supporting productive work.

Business Email Archiving vs. Backup

Archiving differs from an email backup and involves more than simply storing a copy of electronic information. Whereas a backup provides short-term insurance in case of disaster or accidental deletion, archives provide quick access to decades of important data.

Businesses archive email for several reasons. In addition to regulatory compliance, they preserve electronic data to aid in internal investigations, as well as eDIscovery for litigation and documentation of intellectual property. Archives also streamline records management by removing old data out of active mailboxes.

Because archived data must remain preserved in its original form, archiving systems operate under specific requirements. The organization must implement strict security controls and ensure that archived data is not altered in any way. Emails and attachments within the archive should be indexed to facilitate quick search and retrieval of relevant data.

Business Email Archiving

Carefully Review Regulatory Requirements

Any organization could be subject to multiple federal and state laws, as well as industry regulations. Each law or regulation has its own retention requirements, and failure to comply can result in hefty penalties, reputation damage or even prison time.

To complicate matters, new privacy laws such as California’s CPRA mandate timely disposal of certain types of information. As a result, companies can no longer take the easy way out and simply keep all emails indefinitely.

Keep an eye on the regulatory landscape and consult your legal team on a regular basis to ensure ongoing compliance.

Update Retention Policies Regularly

Retention policies play a critical role in archiving. These policies indicate what data should be retained and for how long. Because business needs and regulations change periodically, organizations should review and update retention policies at least annually. In addition to the legal team, stakeholders from every department should provide input.

Embrace Automation

No matter how carefully the compliance team documents retention policies, relying on users to implement the policies manually is neither feasible nor defensible. A good archiving system will include tools to automate enforcement of retention policies. With automation, archiving and disposal happen behind the scenes, according to policy and without end user intervention.

 

Ensure a Tamper-proof Archive

In the event of litigation and to demonstrate compliance, the organization must be able to show a defensible chain of custody and prove that electronic data has not been edited. This requires a tamper-proof archiving system. For instance, PST files do not provide the necessary protection against corruption and should be avoided.

In addition to guarding against data corruption and editing, archiving solutions must incorporate tight security controls. This includes data encryption, both in transit and at rest. And it includes solid access management with comprehensive auditing.

Explore the Benefits of Cloud-based Business Email Archiving

Modern cloud archive solutions provide a host of business benefits. For instance, eGovernance Cloud:

  • Offers dynamic data management through policy-based retention and disposal of data.
  • Ensures tamper-proof archives with a read-only view into older data.
  • Saves storage space by eliminating duplication.
  • Allows you to retain control of your data with unlimited export functionality.
  • Provides powerful search tools for both beginners and professionals, making it easy to find the data you need quickly.
  • Keeps data safe with a physically separate, searchable copy. Users can forward data back to the live system as necessary.

To streamline compliance and increase productivity in your organization contact an archiving specialist to explore eGovernance Cloud archiving solutions.

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eGovernance Archiving Solutions

Meeting the needs of organizations struggling with information bloat or wishing to retain independent discoverable copies of important information, eGovernance Archiving provides fully managed and policy driven access for auditors and end-users.

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