In today’s digital HQ, the need for a robust and secure infrastructure has become imperative. With more content being created remotely than ever before across an organisation, the risks of confidential information getting into the wrong hands is more prevalent than ever.
Research reveals that cyber crimes have increased, with a cyber crime being reported every seven minutes in Australia. To ensure that confidential information is protected, businesses need to be more proactive to safeguard the information it contains, instead of just reacting to incidents which ultimately expose it to major business, financial, legal and security risks.
While it may sound obvious, there are huge benefits to taking a proactive approach to cybersecurity specifically within your content/documents. So, why is it critical for businesses to stop being reactive and how can they move to a more proactive strategy?
Content is at the heart of privacy
From the emails we write to pitch decks we design, and every interaction in between, content is what drives business activity and operations forward. Today, more than ever, larger volumes and types of content are flowing through expanding tech infrastructures, making them more vulnerable to security risks. And of course, with more of us working remotely, it is important to ensure that we can all work securely anywhere, at any time.
Businesses must govern and protect content starting at the point of creation using metadata and tagging to safeguard themselves from risk. Document metadata helps enterprises store, find and manage business documents more effectively. It ensures the right content is available to the right people, quickly and securely without revealing sensitive information.
Metadata is everything you don’t see in the document. It’s the structure around what the document is and what it’s about. Businesses that proactively safeguard their content with the use of metadata and tagging can ensure they’re not only well equipped to protect themselves from risk, but they can also keep up with rapidly changing client expectations.
Protect from security weaknesses
Many businesses experience security weaknesses and there is a clear need to protect internal documents and data. Of significance, is that the number of cyber attacks continues to climb with over 76,000 cyber crime reports being lodged in the previous financial year – an increase of nearly 13%. With cyber attacks continuing to become more sophisticated, it is vital that businesses implement strategies to protect themselves from security weaknesses.
Businesses can even start by making small changes. For example, your business can begin by improving how documents are labelled internally. Relying on individuals to manually classify documents, expecting them to categorise each file they work on, is risky for businesses.
Security features can be overridden, busy employees may forget to apply classification settings or the wrong categorisation could be applied. Using automation tools to manage templates ensures sensitive information is protected and mandatory classification enforced.
It’s also vital to educate your team on the value of securing information within content. Whether it’s in webinar, face-to-face or video tutorial form, education on security policies should be constant, fluid and proactive. By implementing steps, even as small as this, you can protect your businesses from security weaknesses and protect yourself from attack.
Document governance is no longer a “nice to have”
Despite a pressing need for secure content infrastructures, many businesses are struggling to achieve the necessary balance between meeting modern content demands and effective document governance. Research from Templafy even revealed that 46% of respondents had mistakenly shared a sensitive document with a party that was not authorised to view it.
When mistakes like this happen, businesses expose themselves to risks like compliance and cyber attacks. This could lead to businesses being slapped with fines, sensitive employee, client or company data being exposed, and in some cases see the closure of the fine.
One way in which document governance can be achieved is through the implementation of document generation (doc gen) solutions. These solutions can increase productivity by automating the creation of documents and enforcing mandatory classification and metadata.
By implementing a doc gen solution, businesses can strengthen their document governance strategy. With security risks continuing to increase, it’s crucial that businesses think holistically about their strategy and implement tools that can help mitigate risks across the business.
Content is an integral part of business as firms operate in the digital HQ. Tools like document generation platforms can not only safeguard this content, but also give time back to security and IT teams who need time to focus on other areas of a firm’s cybersecurity strategy.