What to Consider When Buying an Information Governance Solution in 2024

This is an update to our previous article on Understanding Key Features for a Compliance Archiving Platform. Much has continued to evolve in this field in the past 12 months, and Compliance Archiving functions are now becoming part of broader Information Governance platforms .

Why? Because data backup systems are not secure enough to protect preserved organizational intelligence. To provide the level of information management and security organizations now need, single use data archiving platforms are giving way to multi-data Information Governance systems. This means that an expense that previously was seen as a very specific use case for compliance how has impact and benefits to better secure data as well as manage and inquire into data that has rapidly moved beyond mere archival of email.

Key Functionalities to Consider

With the increasing concerns about data privacy and compliance, organizations need a solution that can effectively manage their information assets while ensuring robust data privacy and compliance capabilities. Next, we will cover key features of IG platforms, including some industry- specific needs of healthcare organizations, financial institutions, and government agencies.

Multi-layer Information Security Features: Ransomware, unpatched software vulnerabilities and even inside staff are today’s largest sources of risk to an organization’s information security. The right IG platform will also provide powerful data security above and beyond the capabilities of even an off-site backup system to ensure that data is secured, accessible and powerfully searchable.
Robust Data Privacy and Compliance Capabilities: An effective IG platform should offer advanced data privacy and compliance features, such as data classification, automated policy-driven data retention and disposal, and role-based access controls. It should also provide e-Discovery and auditing capabilities to meet regulatory requirements and mitigate risks.
Integrated e-Discovery Capabilities: Securely retaining data is only half the equation. Just as important is the ability to find specific files, emails, and other electronic records quickly and accurately. The e-Discovery functionality needs to be role-based by data set, easy to use and provide results that can be further shared, reviewed, or even securely downloaded as needed.
Seamless Integration with Existing Systems: The platform should be able to connect with a wide range of data sources, ensuring broad protection of data, a smooth transition and minimal disruption.
Customizable Actions and Automation Options: Look for a platform that offers customizable elements. This allows for automated policy application, review workflows, notifications of potential problems and more. Customization of features allows organizations to define their own rules and automate information governance processes. This will not only improve efficiency but also reduce the risk of human error.

Information Security

Today, the threat of data breaches and cyber-attacks has become a constant concern for organizations across all industries. The potential for sensitive information to be compromised and customer trust to be shattered is a risk that cannot be ignored. That is why when it comes to buying an IG platform, security should be a primary concern.

Look for a solution that offers advanced security features such as encryption (in transit, in use and at rest), role-based access controls, and automated retention policies. The platform should also comply with industry-leading security standards like NIST and the General Data Protection Regulation (GDPR) to ensure the utmost protection of sensitive information. Look for security certifications (such as SOC-2 and NIST) and compliance with industry standards.

Encryption

One crucial feature for an IG solution is strong encryption. Encryption plays a crucial role in safeguarding sensitive information. It transforms data into an unreadable format using an algorithm, which can only be decrypted with the appropriate key. This ensures that even if unauthorized individuals gain access to the data, they will not be able to understand or utilize it. The platform should use advanced encryption algorithms such as AES256 and protect data at rest, in transit and most importantly, when in use.

e-Discovery & Investigation

Being able to search across all retained data securely and accurately is the real value of retention. After all, what is the use in saving data if it cannot be later found and used? Rather than investing in multiple systems that drives further siloing of data, look for a platform that has strong e-Discovery functionality built in. Just as importantly is that it be role-based access that is easy to use.

Data Loss Prevention

As IG platforms must become more security-forward in their functionality, Data Loss Prevention capabilities must be included too. These components include e-Discovery, policy management, automated activity tracking & notifications and data encryption drive tremendous value for data loss prevention across the entire repository.

Customizable Workflows

Customizable workflows offer a multitude of benefits, allowing organizations to streamline their processes, improve efficiency, and ensure compliance with data privacy regulations. By tailoring workflows to the specific requirements of an organization, it becomes easier to manage and control the flow of information, from creation to disposal. Customization enables organizations to align their IG practices with their unique business needs, making it easier to adapt to changing regulations and industry standards.

Moreover, customizable workflows enable organizations to automate routine tasks, reducing manual effort and increasing productivity. By implementing automation options within an IG platform, organizations can save time, improve accuracy, and allocate resources to more value-adding activities.

Records Managers benefit from customizable workflows and automation by ensuring the proper retention and disposal of records in accordance with legal and regulatory requirements. These platforms enable the creation of workflows that automatically classify records based on their content, assign retention periods, and trigger disposal actions when records reach the end of their lifecycle. This not only ensures compliance but also minimizes the risk of retaining unnecessary or outdated information.

For Compliance Managers, customizable workflows and automation provide a comprehensive solution for managing compliance-related processes. Automation can also be leveraged to monitor and analyze data for potential compliance violations, generating real-time reports and alerts for immediate action.

Data Sharing and Collaboration

The ability to effectively share and collaborate on data enables businesses to make informed decisions, drive innovation, and enhance productivity. However, the importance of data privacy and compliance cannot be overlooked in this process. Organizations must ensure that they have robust data privacy and compliance capabilities in place when engaging in data sharing and collaboration activities.

Role-Based Access Controls and User Permissions

Access controls play a vital role in managing and tracking data access. By implementing strong consistent access controls, organizations can gain the benefit of tremendous data accessibility while ensuring data privacy and security. These controls can include password authentication, multi-factor authentication, and role-based access control.

User permissions, on the other hand, define the actions and operations that users can perform within the IG platform. By assigning appropriate user permissions, organizations can limit the scope of user actions and prevent unauthorized modifications, deletions, or data leaks from employees. This level of control enables Records Managers to maintain data integrity.

For Compliance Managers, access controls and user permissions are essential for meeting regulatory compliance standards. By implementing a granular permission structure, organizations can demonstrate to auditors and regulators that they have the necessary controls in place to protect sensitive data. This ensures that the organization is well-prepared for audits and avoids potential penalties or legal implications.

Scalability and Flexibility

Your organization’s data is constantly growing, and it is essential to choose a platform that can easily scale to keep pace with your organization’s evolving needs, without compromising on security or compliance requirements.

Flexibility is another crucial aspect to consider. Every organization has unique data management and compliance requirements, and a one-size-fits-all approach may not suffice. Look for a platform that offers customizable workflows and automation options, allowing you to tailor the system to meet your specific needs. This flexibility will enable you to create and enforce consistent policies and procedures that align with your organization’s privacy and compliance goals.

Data Migration and Conversion

Data migration involves moving data from one system to another, while data conversion refers to the process of transforming data from one format to another. Both processes are essential for ensuring a smooth transition to a new IG platform and maintaining data integrity, privacy, and compliance.

It is also important crucial to ensure seamless integration with existing systems. This allows for a streamlined and efficient migration process, minimizing disruptions and reducing the risk of data loss or corruption.

Training and Support

A vendor should offer both initial onboarding training and ongoing training sessions to ensure that your team remains up to date with the platform’s features and functionalities. It is also important to review the type and availability of technical support that aligns with your team’s expectations and response time commitments.

Continuous Improvement and Future Considerations

Continuous improvement is a never-ending process, and your information governance platform should support this mindset. Look for a platform that offers regular updates and enhancements to stay up to date with emerging privacy and compliance regulations. Regular training and support from the platform provider are also crucial to ensure that your team remains knowledgeable about the latest best practices and can maximize the platform’s capabilities.

Donoma OneVault

Donoma OneVault is a highly secure Information Governance platform that ingests, organizes, discovers and secures data from all of today’s most popular applications. If you’d like to learn how your organization can gain significant benefits for Information Security, Governance, Legal and Compliance to reduce costs and risk; contact us or book a no obligation demo discussion today.