FileTrail Tips

The Panama Papers 2.6 Terabyte Terror

“This is not a leak. This is a Hack.” – Ramon Fonseca

Known to be the largest and now most controversial data leak of all time, the Panama Papers is a prime case to be examined by information management providers. Mossack Fonseca, an international law firm, is now facing extreme backlash for their ties to foreign money.  Hacked and leaked by an anonymous source, this is the largest recorded data breach in history. The crime in question, the hacking of Mossack Fonseca’s private information has been overshadowed by the scandal of their relationships to foreign politicians and what some are saying, dirty money.

Hacking can occur in a number of ways. The computer systems itself can be hacked and mined for information. Websites can be compromised and emails can be phished. If your organization is a target for a cyber hacking, there’s not much you can do to prevent it. See how the NSA, JP Morgan Chase, and Sony Entertainment couldn’t help but be victims to malicious targeted cyber hacks & data leaks.

However, if you’re not a target with a big red market on your back, then it’s still better to be safe than sorry. Take precautions by improving your information security so that an accidental hacking doesn’t tear down your organization. Here are 3 easy benchmarks any organization can check off, to proactively combat a potential cyber hack.

1.    Perform required software updates for your document management systems, operating systems and web browsers.

2.   Ensure implementation of appropriate firewalls to servers, networks, and devices.

3.   Manage all passwords with an encryption software or change your passwords often.

It seems to be that cyber hacking is the new cool but that’s what makes this all the scarier. As intelligent engineers are lured into employing their skills towards malicious criminal activity, all an organization can do is be aware, proactive, and smart about how their information is controlled.


Top 3 Data Migration Focus Points

Now is the time to consider migrating out of your old and outdated records management systems into a modern and efficient information management solution. Upgrading your systems will improve productivity, minimize risks and reassess security needs.

Choosing a new solution may be a challenge depending on budget, usability, and security requirement. Another challenge may be old legacy data or simply the hassle of migration when you’re talking millions of records. Before you take your next step, let’s focus on the top 3 data migration focus points your information team should understand well.

It's fair to ask how difficult a data migration for your entire organization might be. Without proper understanding, mistakes that could be easily avoided will leave your organization with improperly secured data. Don’t drop into these pitfalls. These mistakes cost an enormous amount of time and money to repair. Let’s check out the 3 focus points below. Become acquainted and look forward to your next data migration.

Involve Users at Every Stage

Organizations are all about sharing and warehousing data. This involves a lot of consolidation from different systems securing different forms of information. When migrating data from one system to another, you need to involve everyone who might be affected by it. Allow your end-users to take an active role in the organization and migration of data into the new system. This will ensure a more functional structure or a mirrored structure that’s easy for current users to adopt.

Research Old and New System for Legacy Data Migration

Legacy data is a pain but somethings that’s your luck of the draw. The data in the legacy system needs to be migrated. Spend some time and research your current legacy system and see how compatible it may be with newer systems. Considering legacy systems are either outdated or unsupported, you may have poor quality data that even the best migration specialist won’t be able to fix. This is where the research really counts. You might be able to find a better fit solution for migration or understand ahead of time, saving you a headache or two, that some of that data may not be worth migrating.

Test and Validate Data Before Migration

Waiting until after migration to test and validate data is a disaster waiting to happen. Testing and validation should be done before migration. During the pre-migration stage, your organization should ask questions that assess and evaluate the quality of data currently in your system. Make sure to clean up this data before migration. Dirty data would make any management system defunct.


4 Keys to Assessing Quality for Enterprise Content Management (ECM)

Is your Enterprise Content Management at the quality that you expect for your organization? Optimize your ECM system to be the best that it can be. Apply these 4 quick FileTrail tips to your ECM strategy, today.

1. Information Governance (IG) Strategy

The first key to assessing quality for ECM is an IG strategy. Has your organization developed a framework for Information Governance goals and benchmarks? IG stakeholders to look at are:  authorities, supports, processes, capabilities, structure, and infrastructure. Go through these one by one and develop a plan for how these stakeholders should work to support compliance requirements, business needs, and utilize available technology.

2. Clean Data Migration

The next key to assessing quality for ECM is validating your data. Migrating dirty data is a complete waste of time for everyone involved.  Minimize errors and duplications to confirm that your information, whether digital or physical, is cleaned up before migration.

3. Standardized Processes

The third key to success I mean, to assessing quality for ECM is standardizing processes. Stated previously as a stakeholder in key number one, this deserves more attention. If your organization runs through different offices, cities, countries, and etc, it’s important to ensure that all employees know the correct way to capture and secure information. A standard method minimizes errors and duplication, effectively reducing  risks while increasing security. Remember, 95% of cyber breaches are user error, so supply your employees with training on standard processes and best practices.

4. High User Adoption

The last key to assessing quality for ECM is ensuring your system encourages high end-user adoption rate. If your organization implements an ECM system but your employees find it either too difficult to use or simply don’t like it, you won’t be able to capture and store the information that the organization must secure. This is where you keep it simple. Provide a software that is modern and user friendly with tools to help access and retrieve information quickly. If it helps to ease their tasks and increase their productivity, the bonus will be for both the user and the organization.



Physical Records Digitizing Not Necessary for Good PRM

For many industries, the seemingly growing volumes of paper are overwhelming despite attempts to minimize paper use within an office. The paperless office is still a dream. It may be tempting to convert your organization’s physical documents into electronic documents, seeing as how electronic documents are much easier to search for and locate. However, digitizing an organization’s entire records database is not required nor practical.

Despite its obvious benefits, digitizing physical records are extremely time consuming, expensive, and legally may not be an option as e-signatures aren’t legally binding in many states and nations. For security reasons, duplicating information for the purpose of digitizing also acts as a risk in regards to corporate or legal compliance and regulation policies.

However, understanding that physical records are not electronic documents but can work the same way, is important to realizing how your PRM should work for you the way your electronic content management works. Let’s adopt a few key steps from electronic document management to take advantage of your physical records strategy. 


Taxonomy and metadata is extremely important to electronic document management and the same should be said for PRM. Build a taxonomy system that works with the type of information that your company handles in a way that is easy to understand and work with. Once you’ve set up a corporate taxonomy structure for your physical records, make sure to appropriately tag its data properties. Metadata tags are then applied acting as the key to search and locate functions that work with records management systems.


Search, Tracking & Locate: 

For physical records, instead of digitizing physical documents, work with your provider to attach bar code or RFID search and tracking capabilities to record types and files. You’ll be able to search for, track, and locate records once the items are properly labeled and tagged, within the software.

Instant Access:

Electronic document solutions offer web-based browser UI’s that allow users to log into, access, search for, and locate their files conveniently. With proper organization and the application of labeling and tracking, access to your physical records should be allowed the same convenience. Solutions offering a unified interface that displays both the physical records and electronic documents of an organization, will see an increase in work efficiency and a decrease in time spent hunting for necessary files.

An effective PRM doesn’t need records to be digital. Digitizing is usually out of the budget or simply out of reach in a realistic attempt whether it’s time consuming, legally impossible, or a security factor. However, there are still ways to enhance PRM. Take advantage of your physical records and optimize your records management with these 3 adopted features from electronic documents management, today.


3 Steps to Protect Against Cyber Breaches

As an organization protecting sensitive data, you do everything in your power to prevent cyber breaches. However, you do wonder how easy it can be for someone to break into your system and take all that they want. Hacking groups have become infamous since the Sony Entertainment breach and JP Morgan Chase chaos.

The most current cyber security breach made public, is happening right now. With the news on the current US primaries, Republican front runner Donald Trump has been chosen by international cyber hacking group Anonymous as their next target. According to a Newsweek article, private information has been leaked by the group pertaining to Trump’s identity, campaign, and business. The group of cyber hackers is calling this their second of three attacks aimed at the politician. With such a large profile case, organizations should take this moment as a learning tool to help protect themselves against cyber breaches.

Here are 3 steps your organization can work on to ensure a more protected network system.

1.    95% of Security Breaches are User Error

The best thing any organization can do to ensure security, is to train employees properly. This proactive approach alters the culture of a company to be more security cognizant. Proper training will help eliminate common mistakes that could leave weak spots prone to cyber-attacks. Employees will also become more aware in noticing odd behavior by phishers, fraudsters, and even malicious inside users.

2.    Restrict High-Risks Access

For an organization’s security strategy, consider limitations to what sites your employees can visit while on the company’s network. Many breaches can occur via drive-by downloads from compromised websites. Being able to control what websites are white-listed for employee access, is a key security policy for protecting sensitive, high risk information.

3.    Test, Test, Test

As an organization, you should always be on the lookout. Performing regular vulnerability assessments must be required for your information security team. If you’re a large enterprise with droves of information that needs to be secured, these should be done weekly. Vulnerability test should scan against every system in your company’s network, both internal and external.

Being proactive is the first step in this strategy as employees are often the first responders to data security breaches and abnormalities. A wide open access to the internet may not be the best idea while on your private networks. Having a plan and always being on the lookout, may be the trick to keeping your organization clean of security breaches. Take these 3 key steps and prepare your trump card for when cyber warfare comes your way.