Organizations and institutions worldwide maintain that they are committed to the protection of sensitive and personal information. However, relying on spreadsheets and manual processes to respond to requests such as FOI, and DSAR is no longer an option. Data breaches not only compromise personal privacy but also erode employee and public trust in institutions. A recent incident involving the Police Service of Northern Ireland (PSNI) serves as a stark reminder of the importance of proper information governance to prevent data breaches. In this article, we will explore the PSNI data breach and discuss and advise how compliance software such as ComplyKEY could have helped prevent the breach.
The PSNI Data Breach: An Overview
When responding to a Freedom of Information (FOI) request the PSNI mistakenly published the names, ranks, locations, and other personal data of every serving police officer and civilian employee. including almost 40 PSNI staff based with MI5. The information had been online for approximately three hours. The breach was described as a ‘human error’ involving spreadsheet fields. As a result some employees don’t feel safe and lawyers expect the cost of the breach to be in the ‘tens of millions’.
As highlighted in a report by the Belfast Telegraph the breach highlighted glaring vulnerabilities within the organization’s data management systems, allowing unauthorized access to the sensitive data.
Information Governance and Compliance Software
Information governance entails the formulation of policies, processes, and controls to oversee the management and protection of an organization’s data assets. Compliance software complements these practices by automating and streamlining adherence to various regulations and standards. Together, they create a robust defense against data breaches. In the context of the PSNI data breach, integrating compliance software into the information governance framework could have mitigated the following challenges:
- Human Error Reduction: One of the leading causes of data breaches is human error. Compliance software enforces standardized procedures and automates routine tasks, significantly minimizing the scope for human blunders. Compliance software manages the workflow trigger alerts and even restricts access to data based on predefined rules, preventing accidental data exposure.
- Auditing and Monitoring Enhancement: Information governance includes regular audits and monitoring to detect anomalies. Compliance software takes these processes a step further by providing real-time monitoring capabilities and generating detailed reports.
- Automated Data Classification and Encryption: Compliance software can automate the process of classifying data based on its sensitivity, and subsequently enforce encryption standards. This approach ensures that sensitive data is consistently handled in accordance with established protocols, protecting it from unauthorized access.
- Data Classification and Access Control: Information governance involves classifying data based on its sensitivity and assigning appropriate access controls. Using robust data classification, sensitive information can be restricted to authorized personnel only, preventing unauthorized access. Adequate access controls ensure that individuals can only access the data necessary for their role.
- Encryption and Data Security: Encrypting sensitive data adds an extra layer of protection. Incorporating encryption measures into an information governance strategy helps protect data both at rest and during transmission.
Lessons for the Future: Integration and Evolution
The PSNI data breach highlights how the integrity of sensitive data is non-negotiable. Organizations must not only adopt robust information governance frameworks but also consider the strategic integration of compliance software. To prevent similar breaches, here are steps organizations can take:
- Integrated Solutions: Seek out compliance software solutions that seamlessly integrate with your existing information governance framework. This synergy creates a powerful barrier to data breaches.
- Automated Request Response: Compliance software automates the data request response workflow. Depending on the software used, organizations can also find the information in minutes rather than days or weeks.
- Continuous Adaptation: Regularly update your information governance and compliance software to align with the evolving threat landscape and regulatory changes. This proactive approach ensures your defense remains effective over time.
- Assessment and Vulnerability Testing: Regularly assess and test data security measures to identify vulnerabilities and weaknesses. This proactive approach allows organizations to address potential issues before they are exploited.
- Incident Response Plan: Develop a robust incident response plan that outlines the steps to be taken in the event of a breach. This plan should include communication strategies, investigation protocols, and recovery procedures.
The PSNI data breach serves as a poignant reminder that data breaches can distress the people who have had their personal information shared and to the organization’s reputation. Effective information governance, bolstered by compliance software, offers a comprehensive solution to mitigating the risks of data breaches. By combining these strategies, organizations can dramatically reduce the likelihood of human errors, enhance auditing processes, and automate workflow. Synergizing information governance and compliance software is a powerful shield against breaches and a testament to an organization’s commitment to safeguarding sensitive information.