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cloud

Blockchain is Coming to Data Management

Blockchain is Coming to Data Management

BLOCKCHAIN IS COMING TO DATA MANAGEMENT

If you haven’t noticed, blockchain, cryptocurrency, and Ethereum have infiltrated the tech and investment industries. But the new technology has already started to infiltrate other sectors, adding serious value to a company’s management and security practices. So what do these Internet-based technologies have to do with...

GDPR Countdown

GDPR Countdown

GDPR Countdown: 3 Months to Comply

May 25, 2018 is right around the corner.

If that date doesn’t ring a bell, we’re here to remind you again about the General Data Protection Regulation (GDPR) passed by the European Union in 2016.

If you do business with European companies or your business stores data about EU citizens, you have until May 25, 2018 to meet the necessary GDPR requirements surrounding data security and management.

Because this is a European law, much of the focus has naturally been on EU companies. But take note: Organizations outside of the EU are still governed by GDPR if they store data, offer services to or monitor the behavior of EU individuals. So if this applies to you in any way, shape or form—no matter how little EU data you have—you are required to...

The 8 Most Important Items You Need to Know About Data Storage Management

The 8 Most Important Items You Need to Know About Data Storage Management

There is no one-size-fits-all solution when it comes to data storage. But there are a few things you need to understand before implementing a management system into your organization.

Data storage management is far more than just backing up files and software to a storage device or the cloud, that’s simply not enough. Here’s what you need to know when it comes to...

Top Four Trends for Information and Digital Data Management in 2017

Top Four Trends for Information and Digital Data Management in 2017

With 2016 quickly coming to a close, DocuLynx is taking a look at the biggest trends that will impact how we look at data management in 2017. Because many businesses took action to add digital transformation into their strategic plan this past year, we predict what’s next so businesses can continue to adapt to evolutions occurring within the marketplace and keep up with changing regulations. 

Information Without Governance is Like A Kid With Free Reign to the Cookie Jar

Everyone wants information, but no one wants records.  The problem with records is that they are inactive, locked in a cabinet and no longer serve a business purpose.  Information is active and can go places where records cannot go, such as the cloud and to mobile.  Records are tightly managed and information can have a tendency to become very chaotic.  For this very reason records managers need to position themselves to not just manage records, but also govern information.


If we view one of our tasks is to protect information like a mother hen then we will be like parent who only gives their kid carrot sticks and celery, but when the child goes to a friend’s house they will immediately pig out on junk food.  Business wants the newest and coolest gadgets out there.  Once our focus only becomes on protecting records and information, but not making it accessible then our staff will see taking information to the cloud and mobile as a forbidden fruit that they cannot resist.  Mobile and the cloud are not the enemy of information governance.  The only bad cloud or mobile environment for records and information is the one that is not governed.  The consumerization of IT is making business more efficient and we need to team up with them to make the most of the resources they have available.  


On-site, off-site or behind a firewall are not our only options when it comes to storing information.  Many records managers resist the cloud with fears of it not having enough security.  The truth of the matter is that in many occasions the cloud is more secure than most enterprise environments.  Our users want to telecommute and have access to information at any time and from any location.  If we do not provide it for them, then we are fooling ourselves if we think we can outsmart them and prevent compliance failures and other risks by trying to rope off all access to information.  More and more cloud vendors are coming online, so it is impossible to create a policy to block them all. If you have your own cloud space then you only have one cloud to worry about auditing and having policies in place for instead of a sprawling untamable frontier of content that is impossible to police.   


When records management was paper based it was not agile in the least.  The advent of electronic records made information storage and retrieval a very dynamic and fast paced process.  BYOD now has made information governance an obstacle course that could rival any Tough Mudder.  For example, as users create corporate records on their devices, are we able to sync that to our records management systems?  More importantly, when employees sync their phones to their own personal network do we have the proper containerization or other type of solutions in place to make sure corporate information is not synced as well? If a phone is lost or stolen, how do we make sure corporate information does not get into the wrong hands?  Most importantly is the training aspect.  Teaching staff enterprise policies for corporate owned devices is the logical step that no one will argue, but due to human nature users will have a resistance when they have to apply corporate policies to personal devices which house corporate data.


Information is an asset that is very powerful, but also very risky.  In the information governance table we have a natural seat next to compliance, but business and IT will block RIM from the table if we do not treat disruptive technologies as a present day reality that must be managed in the information life cycle.  We can't manage it just for management sake, for the same reason they can't use cool toys just for the sake that the toys are cool.  Our attention needs to be on how information flows through the organizations so that we can get the maximum return on investment while reducing any risk of indictment.


This article was written by Jeffrey Lewis, Records Management Program Manager at SOL Capital Management and was published by AIIM May 23, 2014.