How can technology help information governance?

The amount of information that companies use continues to grow every day. Managing the large amounts of data is not an easy task, especially at an enterprise level. Companies dealing with huge amounts of data scattered across devices, emails, and servers rely on information governance, which is a set of multidisciplinary policies, structures, controls, and processes keeping in mind the legal, regulatory, environmental, and operational requirements.

Technology for managing information

As much as information governance can help an enterprise, it cannot be implemented the way it should be without the proper resources. Technology, e-discovery tools to be precise, can help to enforce information governance. Here is how companies with solid information governance policies in place can leverage technology to protect their information and make better use of it.

  • Document migration

One of the ways by which technology and e-discovery tools can help in data management is during the migration of documents, especially at times when a partnership is dissolved or during an acquisition. In this case, e-discovery tools can be used to identify relevant documents across both the companies involved and the removal of sensitive documents from the systems of one or both of the companies. The tools can also help in identifying documents of which both the companies should have a copy. Once the e-discovery tools identify the documents that need to be transferred, eliminated, or shared, a process can be set up for properly and securely exchanging or eliminating the documents while protecting the interests of both the companies.

  • Adhering to Customer Data Protection policies

Ensuring customer privacy and protecting the customer data contained in servers is highly important for any company. There are many laws like the HIPPA, the PCI requirements, and other legal obligations that companies should comply before sharing, transferring, or making any document public. Any customer data deletion or retention should be done carefully, in a secure way. E-discovery tools make it easier to identify documents and sensitive information about customers and ensure that information transfer or exchange is in compliance with the laws in place.

  • Protecting data when an employee leaves the company

When an employee exits a company, the organisation has to make sure that no sensitive information is retained in the employee's systems or other platforms. Companies can use technology to identify such sensitive documents across the individual's devices and remove them, ensuring that no sensitive data is leaving the organisation in an unauthorised manner.

 

Using the above tips, companies can effectively manage the data they receive on a daily basis. In addition, using the proper resources for regular data management can save time and effort to a large extent, ensuring seamless operation and growth for the company in the long run.

For more information on how you introduce information governance at board level, please download a brochure or contact us and we will be pleased to discuss how BoardPad can help track and control how your board packs are being used.