Many risks are associated with a lack of proper internal controls over preserving and protecting internal communications. These risks are especially acute if your company is involved in litigation or operates in a regulated industry.
With the introduction of free, easy-to-access web-based platforms for communication and collaboration, the risk is increasing for many organizations. Your internal web-based communications could be breached or otherwise compromised in a number of ways.
The following are five data capture best practices for protecting your internal communications from compliance risk, litigation and more:
1. Know What Platforms Your Company Is Using
Sounds simple, right? In the world of BYOD (bring your own device) and easy sign-ups for free services like Slack and HipChat, employees at your company may be using many platforms you don’t know about.
Also, don’t forget about employees who can build collaboration tools on their own. Some enterprise companies have up to 100 different communication and collaboration platforms.
2. Determine Content And Communication For Each Platform
Think about what kind of content and what kinds of communication you want to have on the platforms your company is using. If you don’t establish this up front, you won’t have control over the flow of internal information within your organization.
You must assume that anything can go external. By establishing what platforms are used for specific types of internal communications, you’re more equipped for protecting internal communications in a controlled environment.
3. Understand The Technical Limitations Of All Platforms
Many internal collaboration platforms aren’t built with risk, compliance and eDiscovery solutions in mind. They’re built to make it easy for groups to communicate and share ideas, not with the capability to preserve, collect and capture information for use in e-discovery and compliance. For example, most web collaboration systems have a global setting for retention; that means you’re deleting content for everybody after a certain date. What happens when you have a legal hold that requires you to preserve beyond the time limit of the global retention setting? You don’t want to change the retention for everybody, right? You need a strategy to preserve selected web content, and that strategy has to be independent of the collaboration platform itself.
4. Develop A Strategy To Preserve Content From The Platforms
Cloud-based platforms are great, but access to network-only content often requires an on-premise solution for capturing these internal communications. In terms of archiving internal web content, think about who accesses the content and where the preserved content will be stored.
You should partner with a web content preservation service that offers the most modern data capture technology and a customizable, on-premise solution. That way, you have total control over your web content collection environment.
5. Ensure Data Capture Tools Integrate With Your In-House Systems
The web content preservation solution you implement must also include manageable ways to actually use the preserved content in other systems, like eDiscovery and analytics platforms or other compliance archives (such as an email archive).
Imagine taking strides to ramp up your web content preservation efforts only to end up with piles of unusable data. A content collection is one thing, but you need to both manage and use the output. So, integrating your data capture solution with in-house systems and platforms is not optional.
From disgruntled employees to savvy hackers and the high vulnerability of mobile device usage, the eventuality of data loss or manipulation is not a matter of if but when.
Ready to discover the cost of your enterprise’s data loss?