The Challenges of Managing Sensitive Documents

 
 
By Dennis McCafferty  |  Posted 10-26-2016 Email
 
 
 
 
 
 
 
 
 
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    The Challenges of Managing Sensitive Documents
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    The Challenges of Managing Sensitive Documents

    Although most organizations have implemented tools and processes to protect sensitive documents, common challenges persist.
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    Vulnerable State
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    Vulnerable State

    90% of IT managers said they have the needed tools in place to protect their organization's documents, but 34% admit that they've had sensitive information compromised due to poor file management practices.
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    Under Educated
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    Under Educated

    89% said their organization trains employees on document-management practices, but just one-third said they provide security training as part of this.
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    Failed Follow-Through
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    Failed Follow-Through

    92% said their company has adopted an official document-management policy, but 43% said their employees don't always comply with it.
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    Watchful Eye
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    Watchful Eye

    Four of five said their organization monitors how employees share documents outside the company.
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    Top Document Management Security Challenges
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    Top Document Management Security Challenges

    Downloading an infected file: 43%, Sharing sensitive information with unauthorized third parties: 37%, Accidental file deletion: 19%
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    Document Disconnect
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    Document Disconnect

    74% of IT managers said their company has a formalized, document-management solution, but just 49% of employees know whether such a resource is available.
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    Procedural Lapse
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    Procedural Lapse

    74% said their company has implemented some form of a bring your own device (BYOD) policy, but only half said employees are required to have the tech department approve of their devices.
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    Capabilities Assessment, Part I
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    Capabilities Assessment, Part I

    69% said their document-management solutions enable online viewing, and 62% said they allow for IT notifications.
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    Capabilities Assessment, Part II
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    Capabilities Assessment, Part II

    58% said their document-management solutions establish multi-user collaboration, and 56% said they support online editing.
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    Road Block
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    Road Block

    Just 39% said their document-management solutions come with mobile device management (MDM) capabilities.
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    Repetitive Process
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    Repetitive Process

    66% of employees said they need to deal with two to three created versions of a doc before it is finally approved.
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    Open Avenues
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    Open Avenues

    44% of employees with access to content management tools collaborate with at least three other teams, compared to just 29% of employees without this access.
 

While companies have adopted solutions and policies to more securely manage documents, many are getting compromised anyway due to poor file management practices, according to a recent survey from Accusoft. The resulting report, titled "Closing the Document Management Awareness Gap," indicates that organizations provide training for employees on document management, but they don't include sessions on security as part of this. Even if they've adopted an official document-management policy, many employees fail to comply. Similarly, if they've invested in a formal, document-sharing solution to better protect files, a great deal of users don't know that such a tool is available to them. In addition, organizations are also too frequently failing to acquire document-management solutions that are designed for mobile users—a must in the age of flexible working environments. "Secure, efficient document management remains an elusive goal for many organizations," according to the report. "While almost every business has implemented tools and processes to streamline document and employee workflow and protect sensitive information, common challenges persist … IT managers and decision makers (must) honestly assess their organization's needs, capabilities and the gaps between them. It's not enough to simply enact security policies from the top-down and expect employees to adapt as needed; IT departments must work with staff to find more efficient ways of balancing security and productivity needs." More than 100 U.S. IT managers and 250 full-time employees took part in the research.

 
 
 
 
 
Dennis McCafferty is a freelance writer for Baseline Magazine.

 
 
 
 
 
 

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