Safeguarding Critical E-Documents Implementing a Program for Securing Confidential Information Assets

by Smallwood, Robert F.; Blair, Barclay T.

• ISBN13: 9781118159088
• ISBN10: 111815908X
• Edition: 1st
• Format: Hardcover
• Copyright: 2012-07-31
• Publisher: Wiley

Summary

Practical, step-by-step guidance for corporations, universities and government agencies to protect and secure confidential documents and business records Managers and public officials are looking for technology and information governance solutions to "information leakage" in an understandable, concise format. Safeguarding Critical E-Documents provides a road map for corporations, governments, financial services firms, hospitals, law firms, universities and other organizations to safeguard their internal electronic documents and private communications. Provides practical, step-by-step guidance on protecting sensitive and confidential documents-even if they leave the organization electronically or on portable devices Presents a blueprint for corporations, governments, financial services firms, hospitals, law firms, universities and other organizations to safeguard internal electronic documents and private communications Offers a concise format for securing your organizations from information leakage In light of the recent WikiLeaks revelations, governments and businesses have heightened awareness of the vulnerability of confidential internal documents and communications. Timely and relevant, Safeguarding Critical E-Documents shows how to keep internal documents from getting into the wrong hands and weakening your competitive position, or possible damaging your organizations reputation and leading to costly investigations.

Author Biography

ROBERT F. SMALLWOOD is a Partner and Executive Director of the E-Records Institute at IMERGE Consulting. One of the world's most respected authorities on e-records and document management, he has published more research reports on e-records, e-documents, and e-mail security issues over the past five years than any other person or organization. His research and consulting clients include Johnson & Johnson, IBM, Apple, MillerCoors, Ricoh Americas Corporation, South Carolina Retirement Systems, Dallas Independent School District, U.S. FDA, National Archives and Records Administration, Transportation Safety Board of Canada, Canadian Parliament, Supreme Court of Canada, Canada Mortgage and Housing Corporation, and National Archives of Australia, among others.

Table of Contents

Foreword	p. xiii
Preface	p. xv
Acknowledgments	p. xvii
The Problem and Basic Tools
The Problem: Securing Confidential Electronic Documents	p. 3
WikiLeaks: A Wake-Up Call	p. 3
U.S. Government Attempts to Protect Intellectual Property	p. 5
Threats Persist across the Pond: U.K. Companies on Guard	p. 5
Increase in Corporate and Industrial Espionage	p. 6
Risks of Medical Identity Theft	p. 7
Why Don't Organizations Safeguard Their Information Assets?	p. 8
The Blame Game: Where Does Fault Lie When Information Is Leaked?	p. 9
Consequences of Not Employing E-Document Security	p. 10
Notes	p. 11
Information Governance: The Crucial First Step	p. 13
First, Better Policies; Then, Better Technology for Better Enforcement	p. 13
Defining Information Governance	p. 14
Accountability Is Key	p. 16
Why IG Is Good Business	p. 17
Impact of a Successful IG Program	p. 18
Critical Factors in an IG Program	p. 19
Who Should Determine IG Policies?	p. 22
Notes	p. 23
Information Platform Risks and Countermeasures
Managing E-Documents and Records	p. 27
Enterprise Content Management	p. 27
Document Management Principles	p. 28
The Goal: Document Lifecycle Security	p. 29
Electronic Document Management Systems	p. 29
Records Management Principles	p. 31
Electronic Records Management	p. 31
Notes	p. 33
Information Governance and Security for E-mail Messages	p. 35
Employees Regularly Expose Organizations to E-mail Risk	p. 36
E-mail Policies Should Be Realistic and Technology Agnostic	p. 37
Is E-mail Encryption the Answer?	p. 38
Common E-mail Security Mistakes	p. 39
E-mail Security Myths	p. 40
E-record Retention: Fundamentally a Legal Issue	p. 41
Preserve E-mail Integrity and Admissibility with Automatic Archiving	p. 42
Notes	p. 46
Information Governance and Security for Instant Messaging	p. 49
Instant Messaging Security Threats	p. 50
Best Practices for Business IM Use	p. 51
Technology to Monitor IM	p. 53
Tips for Safer IM	p. 53
Notes	p. 55
Information Governance and Security for Social Media	p. 57
Types of Social Media in Web 2:0	p. 57
Social Media in the Enterprise	p. 59
Key Ways Social Media Is Different from E-mail and Instant Messaging	p. 60
Biggest Security Threats of Social Media	p. 60
Legal Risks of Social Media Posts	p. 63
Tools to Archive Facebook and Twitter	p. 64
IG Considerations for Social Media	p. 65
Notes	p. 66
Information Governance and Security for Mobile Devices	p. 69
Current Trends in Mobile Computing	p. 71
Security Risks of Mobile Computing	p. 72
Securing Mobile Data	p. 73
IG for Mobile Computing	p. 73
Building Security into Mobile Applications	p. 75
Best Practices to Secure Mobile Applications	p. 78
Notes	p. 80
Information Governance and Security for Cloud Computing Use	p. 83
Defining Cloud Computing	p. 84
Key Characteristics of Cloud Computing	p. 85
What Cloud Computing Really Means	p. 86
Cloud Deployment Models	p. 87
Greatest Security Threats to Cloud Computing	p. 87
IG Guidelines: Managing Documents and Records in the Cloud	p. 94
Managing E-Docs and Records in the Cloud: A Practical Approach	p. 95
Notes	p. 97
E-Records Considerations
Information Governance and Security for Vital Records	p. 101
Defining Vital Records	p. 101
Types of Vital Records	p. 103
Impact of Losing Vital Records	p. 104
Creating, Implementing, and Maintaining a Vital Records Program	p. 105
Implementing Protective Procedures	p. 108
Auditing the Vital Records Program	p. 111
Notes	p. 113
Long-Term Preservation of E-Records	p. 115
Defining Long-Term Digital Preservation	p. 115
Key Factors in LTDP	p. 116
Electronic Records Preservation Processes	p. 118
Controlling the Process of Preserving Records	p. 118
Notes	p. 121
Information Technology Considerations
Technologies That Can Help Secure E-Documents	p. 125
Challenge of Securing E-Documents	p. 125
Apply Better Technology for Better Enforcement in the Extended Enterprise	p. 128
Controlling Access to Documents Using Identity Access Management	p. 131
Enforcing IG: Protect Files with Rules and Permissions	p. 133
Data Governance Software to Manage Information Access	p. 133
E-mail Encryption	p. 134
Secure Communications Using Record-Free E-mail	p. 134
Digital Signatures	p. 135
Document Encryption	p. 137
Data Loss Prevention Technology	p. 137
The Missing Piece: Information Rights Management	p. 139
Notes	p. 144
Safeguarding Confidential Information Assets	p. 147
Cyber Attacks Proliferate	p. 147
The Insider Threat: Malicious or Not	p. 148
Critical Technologies for Securing Confidential Documents	p. 150
A Hybrid Approach: Combining DLP and IRM Technologies	p. 154
Securing Trade Secrets after Layoffs and Terminations	p. 155
Persistently Protecting Blueprints and CAD Documents	p. 156
Securing Internal Price Lists	p. 157
Approaches for Securing Data Once It Leaves the Organization	p. 157
Document Labeling	p. 159
Document Analytics	p. 161
Confidential Stream Messaging	p. 161
Notes	p. 164
Rolling it out: Project and Program Issues
Building the Business Case to Justify the Program	p. 169
Determine What Will Fly in Your Organization	p. 169
Strategic Business Drivers for Project Justification	p. 170
Benefits of Electronic Records Management	p. 173
Presenting the Business Case	p. 176
Notes	p. 177
Securing Executive Sponsorship	p. 179
Executive Sponsor Role	p. 180
Project Manager: Key Tasks	p. 181
It's the Little Things	p. 183
Evolving Role of the Executive Sponsor	p. 183
Notes	p. 185
Safeguarding Confidential Information Assets: Where Do You Start?	p. 187
Business Driver Approach	p. 187
Classification	p. 188
Document Survey Methodology	p. 189
Interviewing Staff in the Target Area	p. 190
Preparing Interview Questions	p. 192
Prioritizing: Document and Records Value Assessment	p. 193
Second Phase of Implementation	p. 194
Notes	p. 195
Procurement: The Buying Process	p. 197
Evaluation and Selection Process: RFI, RFP, or RFQ?	p. 197
Evaluating Software Providers: Key Criteria	p. 202
Negotiating Contracts: Ensuring the Decision	p. 207
More Contract Caveats	p. 210
How to Pick a Consulting Firm: Evaluation Criteria	p. 211
Maintaining a Secure Environment for Information Assets	p. 215
Monitoring and Accountability	p. 215
Continuous Process Improvement	p. 216
Why Continuous Improvement Is Needed	p. 216
Notes	p. 218
Conclusion	p. 219
Digital Signature Standard	p. 221
Regulations Belated to Records Management	p. 223
Listing of Technology and Service Providers	p. 227
Glossary	p. 241
About the Author	p. 247
Index	p. 249
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