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What Type of Company Needs Enterprise Data Migration Services?

Exploring the causes of enterprise data migration and discussing who would need it To conclude, if your company has a large amount of data, you will need enterprise data migration. To migrate from an on-premises server to the cloud, you will need a data transfer solution. However, because data transfer standards differ from company to company, you must assess what you require and its strategy. Contact the professionals here to learn more about the benefits of legacy database migration and why you need it.

These days, almost everyone seems to be talking about data migration. This is especially true now that the pandemic has forced companies to switch to cloud networks and storage facilities. But what precisely is enterprise data migration?

Simply put, data migration is a process similar to transferring data from an old phone to a new one. No matter how many times you have done it, there's a chance you'll lose some data, such as contacts that haven't been synced or files that aren't supported by the current device. And the chances of losing data significantly increase when switching to a different operating system (OS). Enterprise data migration is similar to migrating your phone's data but more difficult. This is because it requires specialized knowledge and deals with sensitive corporate data.

Who Needs Enterprise Data Migration?

The most common usage of enterprise data migration services is when migrating from an on-premises server to the cloud. And the transition to a remote or hybrid work culture caused by the pandemic has hastened this transition.

Aside from that, the requirement for an enterprise data migration strategy emerges when a new system is deployed or data must be kept in a new place. For instance, you will require the services when implementing a new internal management system and moving your complete workforce from the prior one. If your company is migrating to cloud storage or moving data from an external data center to on-premises servers, you will also need it. Additionally, a legacy database migration may be required to update or consolidate your data storage or introduce new software systems.

Every organization's data requirements vary, but a technology refresh would include transferring all stored data to a new place in most circumstances. For example, if you give your staff new computers, all corporate data must be carefully moved from the old machines. This is not the same thing as transferring data to the cloud. First, a whole new source environment on the cloud must be developed, which has its own set of issues. And there is a lot at stake if the job is not done correctly. If the old systems are no longer working and all data has not been transferred to the new systems, your business will be affected. As a result, this is a job best left to enterprise data migration tools and experts.

Other Reasons for Migrating Your Data

Data migration service providers do more than just transfer your data from one location to another. They also provide a few further services. They can, for example, do data audits to eliminate obsolete entries, extraneous feeds, and other elements to optimize the data before it is transmitted.

If you have decades of data to transfer, you could be startled by the quantity of black data that comes to light during the audit or the obsolete items that clog your database. Data transfer companies may be able to handle it all for you.

However, the work does not stop there. They must also run a number of data migration tests on a mirrored replica of the production system. Before deploying the new data environment, this is done to ensure that everything works according to the corporate data migration strategy. This is likewise done with great care, and the legacy system is only turned off when the work has been completed successfully.

Safeguard Your Electronic Medical Records

Looking into ways to safeguard the electronic medical records post the surge in healthcare cybercrime Employee Training Programs that are Comprehensive Increase Data Security Perform self-audits Procedures should be streamlined Management of Medical Records

Cybercrime in the healthcare industry is not uncommon. However, the COVID-19 pandemic and the vulnerabilities it has produced in the healthcare industry have pushed the figures to an all-time high. To put it in context, 45 million people were affected by healthcare threats in the United States alone in 2021, up from 34 million in 2020. This figure has more than tripled in three years, rising from 14 million in 2018.

According to some analysts, the healthcare industry's total percentage of data breaches remains much lower than the IT and banking sectors. However, the average cost of a breach in healthcare remained greater than in all other businesses in 2021, up 10.5% from 2020. At the same time, the average ransom demand increased by more than 80%.

As concerning as it is, the healthcare industry is exceedingly ill-equipped to handle assaults – particularly considering the pandemic – making it an ideal target for ransomware organizations. However, this sector was not particularly heavily hit until 2019, as these institutions lack the financial wherewithal to pay the large ransoms demanded by hackers. While the root causes of breaches are difficult to define, the analysis implies that a failure to patch vulnerabilities, along with the increased black-market value of medical information, could be driving the focus toward industry.

The Root Causes of Data Breach in the Healthcare Industry

Personal health information (PHI) is more valuable than credit card credentials or standard personally identifiable information (PII) on the black market. As a result, cybercriminals are more likely to attack medical databases. They may either sell or utilize the PHI to their advantage. According to the health and human services breach report, data breaches have affected approximately 15 million health information thus far. Credential-stealing malware, an insider who intentionally or inadvertently releases patient data, or stolen laptops or other devices are all instances of events that might result in this.

The price of PHI on the black market

A non-healthcare organization's average cost of a data breach is $158 per stolen record, whereas a PHI's average cost is $355. According to a recent McAfee Labs report, credit card information and PII sell on the black market for $1-$2, whereas PHI may sell for up to $363. This is because, unlike credit card information or Social Security numbers, one's personal health history, which includes ailments, illnesses, surgeries, and so on, cannot be changed.

PHI is crucial because criminals may use the information to target individuals with frauds and scams based on medical concerns or settlements. It may also be used to forge insurance claims, allowing for the purchase and resale of personal medical equipment. Certain criminals also exploit PHI to gain unauthorized access to drugs for personal use or sales.

Healthcare Records Regulations

The Health Insurance Portability and Accountability Act (HIPAA) requires healthcare providers to secure electronic health records by implementing proper physical and technical safeguards. Breach of more than 500 data must be reported, whether the cause is a hacking incident, an accident, lost or stolen equipment, or unlawful internal access and ransomware infestations.

The Next Steps

The only way ahead is for healthcare institutions to prioritize and remedy the vulnerabilities that are to be most likely targeted by organized ransomware attacks and adopt a regular check-up and patching program. Other actions that healthcare institutions can take toward compliant management include:

Some breaches result from sophisticated hacking, while others result from unskilled people misusing PHI. Regardless, all healthcare companies must prioritize a thorough staff training program for people who deal with health records throughout the data lifecycle.

From the time they are generated until deleted, patient records must be kept secure. When electronic documents are in use, they should have a detailed audit trail, and paper records should be securely archived in a location with limited access when not in use. Records stored offsite should be preserved in approved and secure facilities. At the conclusion of their life cycle, all paper and electronic documents should be safely destroyed using NAID-certified processes.

HIPAA-regulated businesses must conduct extensive audits regularly to ensure that proper safeguards for patient privacy are in place. To ensure privacy compliance and avoid fines, organizations should also develop their own performance and compliance monitoring and periodic self-audits.

Maintaining compliance with complex state and federal laws is difficult, and the medical industry provides little room for human error. A unified medical records management system may improve accuracy, assure consistency, and protect patients by automating crucial and time-consuming tasks.

When health records are not secured, both patients and doctors are at risk. Fortunately, businesses may take several steps to safeguard themselves and their consumers. Medical institutions may protect themselves by adopting a proactive approach to healthcare data management and security and investing in centralized, comprehensive medical records management software.

To conclude, most people get medical insurance to be prepared for whatever life throws at them. Similarly, a medical institution should invest in robust information management, security, and records management systems to be ready for whatever comes.

Features Your Legacy SOX Compliance Tools Are Missing

Advanced Automation Reduced Review Time Customizable Criteria To summarize, complying with rules and regulations like SOX, FINRA, GDPR, and others has never been simple. And the job of being compliant cannot be wholly taken over by humans or machines either. However, it is possible with the help of an effective compliance team, well-trained staff, and cutting-edge compliance management software.

Exploring the modern-day critical capabilities that your outdated SOX compliance tools lack

Even though the bulk of the workforce now works remotely, various surveys show that many workday hours are still wasted on needless activities, with some claiming more than 60% of the time every day. Most of these studies attribute it to excessive emails, instant messaging, unnecessary meetings, and monotonous and repetitive tasks every employee must do daily. It is, however, not the case for Sarbanes-Oxley or SOX compliance officers using the legacy SOX compliance tools.

According to a Protiviti report, the hours required for SOX compliance have climbed considerably. The survey states that SOX compliance hours rose for most enterprises, with most companies seeing an increase of 10% or more. This suggests that, while these companies have become used to complying with SOX, the costs and hours necessary have not diminished. According to many executives, the fundamental issue is a lack of a robust SOX compliance tool. Some even indicate the requirement for sophisticated automation, decreased review time, and adjustable criteria, like what we find in today's GDPR or SEC compliance tools.

What is needed in a robust SOX compliance tool?

To begin, a modern SOX compliance tool necessitates increased automation. This is because highly regulated organizations must monitor all communications and extensively scrutinize those deemed non-compliant. In this situation, an automated solution would assist compliance managers in monitoring ongoing discussions and quickly spotting non-compliant information using customizable metadata- and content-based rules capabilities offered in most current GDPR compliance systems.

A decrease in review time is another need for the legacy Sarbanes-Oxley compliance tool. Every company deals with massive volumes of data regularly. A robust SOX compliance management software would deal with the data issue by supporting users in analyzing and sampling documents and emails. This would allow users to focus less on data administration and more on compliance management, thus saving time.

Another time-consuming issue is that the data is typically dispersed over numerous sites in silos, such as SharePoint or a file share. An automated compliance solution would provide a comprehensive picture of the data on a single unified platform, eliminating the need to go from one data source to another.

Criteria are another well-known source of concern for SOX compliance officers. It is not easy to keep up with the ever-changing compliance requirements and regulations. Consequently, whether it is the regulatory environment, industry standards, or the company's internal policies, SOX compliance tools must allow users to change rules and policies and review procedures quickly and efficiently as needed.

Must-Have Properties of an Email Archiving Solution

Exploring the essential properties of the modern-day email archiving solutions that every business must have

Emails have been an indispensable component of our everyday lives since their inception. And, because of the COVID-19 pandemic, it became even more vital for the suddenly remote workforce. So much so that in 2020, 306.4 billion emails were sent and received globally every day. However, corporations' number one communication and collaboration tool is fraught with difficulties due to the lack of proper email governance.

Most of these problems involve maintaining regulatory compliance, email archiving, and avoiding costly enforcement proceedings. And, as regulatory standards change, emails are becoming increasingly scrutinized, making it no longer appropriate to save correspondence for years just in case. Furthermore, new consumer data privacy requirements such as GDPR, CCPA, CDPA, NYDFS, LGPD, CPPA, and others are simply the latest reasons why capturing, indexing, monitoring, and overall good email governance is no longer just an option – they are essential.

Capturing

Since emails contain a variety of data sources, including the subject, body, recipients, metadata, and more, it is critical to collect all of them for successful compliance-driven email archiving. Organizations can capture and archive all current outgoing and incoming emails and previous email data by employing numerous collection techniques such as journaling, mailbox synchronization, and file uploads based on retention regulations.

Common Repository

However, multiple silos of preserved email data create their own set of issues and are inefficient. By centralizing email capture into a single repository, companies not only get assurance that they know exactly where all their emails are, but they also make administration and maintenance tasks much easier and only need to be completed once.

Indexing Metadata

Comprehensive capture and indexing of all email content and attachments are required to support compliance-driven email archiving. Search and retrieval are only as good as the indexing process, which must be capable of producing catalogs that show where search records are stored and what data is contained in the records.

Classifying, Tagging and Monitoring

Custom archive policies that tag emails enable near-real-time classification and monitoring based on email content, metadata, or the existence of sensitive material. Trigger alerts may be set up to inform specific teams based on predefined criteria and assure a quick response. As needed, add more tags to emails. All of this helps you stay compliant, track unwanted behaviors, and make future emails easily discoverable for speedier compliance.

Retention and Legal Hold

To assist with rapid and successful eDiscovery, compliance and legal teams must be able to implement complete retention rules readily and legal holds at the organization, user, email, or metadata level – a capability prominently seen in email and communication archiving solutions.

Search and eDiscovery

When keywords or multiple filters are available to identify emails of interest, compliance and legal teams rapidly will be able to do faster and more effective e-discovery searches across all inboxes. Such search capacity is required if retention, legal hold, tags, or comments need to be added to the detected emails. They will also be able to save one or all the emails found during the search to a case folder for future reference and download them in typical industry formats to meet legal demands.

Compliance scrutiny is expected to expand as regulatory enforcements over financial information, healthcare records, and now consumer data privacy increase. Organizations with limited or no corporate email archiving solutions face costly penalties and reputation damage because of compliance violations. By creating a plan to collect and archive all email content with ILM, legal hold, and retention regulations, effective eDiscovery, search, and access are incorporated by design, lowering compliance risk.

People Analytics Tools and People Data

Traversing through the outcomes of using people analytics tools to use your people data better

Even though the new normal has existed for more than two years, businesses still maneuver between completely remote and hybrid work environments. And in the midst of all of this, the use of people analytics tools has increased. More precisely, to answer questions like who has the most impact, who knows what, what my workforce cares about, and how they feel. And because of COVID-19's socially distanced work environment, data has recently become increasingly relevant in answering such questions related to HR decision-making.

To cater to that, data trends and analytic methodologies that were still in their infancy earlier also evolved quickly, updated and expanded to help companies improve remote job effectiveness and employee engagement. However, while many businesses have strong analytic foundations, they may be confused about turning their digital assets into valuable metrics and unlocking their people's potential.

Metrics on Company Processes

Managing employee turnover is one such concern that companies fail to translate into valuable information despite using people analytics. To put it statistically, in the United States alone, 3 to 4.5 million individuals quit their employment each month. Approximately one-third of new hires quit before they complete six months in the company. And, given that 94% of those newly hired surveyed said they would have spent more time if their company had invested in their long-term learning, it is critical to know where you fall short.

This can be accomplished by employing metrics generated from people analytics. It assesses the performance of your recruitment, onboarding, employee engagement, and other aspects to assist you in better managing employee attrition. People analytics solutions assess your pros and cons using data from your quarterly surveys, emails, and other sources to help you make better data-driven decisions.

Metrics on Evolving Work Expectations

Obtaining data from various sources for deriving metrics becomes essential in people analytics because they are not static. More so, because the employee behavior and perception of the company, surroundings, or programs are driven by factors such as evolving work expectations and personal challenges like childcare concerns, ongoing health issues, or mental stress.

As a result, while static data might provide a picture of what is happening in a certain location at a specific moment, the metrics that are so important for decision-making are driven by a regular and larger data pool.

Metrics on HR Processes

However, because executives are unsure how to translate their digital assets into meaningful insights, they frequently discover they lack the critical data required for decision-making. While many firms already have some form of in-house data application to meet such demands, generic solutions are too time-consuming to meet the unique data business objectives. To account for this, organizations are turning to HR-specific people analytics tools to help them unleash their employees' full potential.

To conclude, organizations are accepting the reality of more permanent remote work, while new technologies are enabling the large-scale collection, access, and analysis of employee data in socially distant contexts. However, to effectively traverse the new operational normal, businesses will need to account for and use these developing data patterns, which will require the use of efficient people analytics tools.

Undertesting the Urgent Need for Data Archiving

To conclude, data is a new era, and every organization, from technology to finance to healthcare to manufacturing, cannot progress without it. However, with those mentioned above and other issues, it has become critical to address the urgent demands of data management, whether archiving or deleting defensibly. In addition, depending on the industry, each company must comply with various rules and regulatory criteria. As a result, it is only reasonable to begin recognizing and implementing the critical requirement for a comprehensive data archiving solution.

Exploring some of the compelling reasons why every expanding business should use a data archiving solution

It is no secret that data is growing by the day. And with the total global datasphere anticipated by IDC to expand from 33 Zettabytes in 2018 to 175 Zettabytes by 2025, the growth is not slow either. There might be numerous reasons for retaining all this ever-growing data, such as meeting compliance standards, retaining historical data, or just storing backup resources. However, all this data may entail the acquisition of additional technology, slow down systems and processes, or pose security risks. Therefore, businesses are turning to comprehensive data archiving solutions to ensure that these risks and obstacles do not stymie their progress to 2025.

However, despite all the buzz about the pros and cons of archiving data, some companies still believe it is equivalent to backing up data – but it is not.

Data archives hold data that is no longer being utilized and allow you to access data over time. They store data in an indexed manner using metadata, regardless of how it was initially saved during active usage. To retrieve data, you must know the search parameters, such as origin, author, or file contents mainly found in the index.

On the contrary, data backups serve as a safety for presently used data, allowing you to restore lost or damaged data from a single point in time. They do not contain index data and keep it just as it was in the original file, server, or database. You must first determine which backup has the required version and where the data is kept to recover that data.

Since backups are usually snapshots of the entire system, it might be difficult to isolate specific data for long-term preservation. This effectively requires storing the whole backup as an archive alongside the originals, increasing the storage resources needed and making it difficult to access individual items when needed. But that is not all why enterprise data archiving is essential now more than ever.

Compliance Compliance remains the most important reason to archive data for companies operating in a regulated industry. Strict regulations such as GDPR, HIPAA, and others govern the preservation of electronic records and establish the periods for which the documents must be preserved. And since communication channels like email are one of the critical sources of company information, they must be kept for the appropriate amount of time per most regulations. Hence, making archiving a necessity more than a choice.

eDiscovery

Email and chat records contain business information bound under compliance regulations, but they also contain information that may be used as evidence in various legal issues. And that is why data archiving solutions are instrumental in eDiscovery, particularly in the early case assessment.

Since attorneys are tasked to search, review, and present every data detrimental to a case, storing data becomes crucial. However, until recently, 70% of eDiscovery expenditures were paid to outsourced legal counsel and service providers, helping organizations decide they should proceed with litigation or propose a settlement. Today, the trend is for fewer third parties to be involved and more to work under the organization's own roof.

Moreover, data from non-traditional sources, such as mobile devices, social media channels, video, and audio files, are increasingly being examined by legal and IT teams for eDiscovery purposes. This implies that they are no longer simply looking at structured data such as email but also at dark data. And without a comprehensive information archiving solution, this data is frequently dispersed among several servers, devices, PST files, and your whole enterprise. Because it is widely scattered, it isn't easy to regulate and use proactively. As a result, even the most conscientious compliance or eDiscovery professionals make mistakes while producing or deleting data on BYOD devices.

Storage

Adding to that, a company's intellectual property is incorporated into its email and instant messaging services to the tune of 75%. This data is vital to safeguard – but it might result in a massive overflow on the servers that keep your data, especially because we know that storage requirements are increasing.

Storing email data on servers will, without a doubt, degrade performance and speed. When deleting is not an option, email and communication archiving is the solution, as it allows enterprises to securely preserve messages on an off-site server or in the cloud.

The Role of a Compliance Strategy in Mitigating Cyber-Attacks

Discussing why, now more than ever, privacy compliance procedures are required to combat cyber-attacks To conclude, if a business can prevent data security problems, it can gain substantial reputational benefits. Therefore, base your company policies and compliance regulations on thoroughly comprehending the legal environment impacting personal data. Then implement a complete data privacy compliance system to conform with it so that your legal team can be certain that it adequately satisfies its data privacy duties

Cyber-attacks are not uncommon in today's day and age. However, because of the COVID-19 pandemic, cyber-attacks have skyrocketed, with some reports suggesting a 600% rise. At the same time, some anticipate that IoT cyber-attacks will double by 2025. And, with a 0.05 % rate of detection (or prosecution) of such attacks in the United States, it is difficult to conceive the devastation produced by even a modest increase in attacks.

So, what do we do?

Create a systematic compliance effort for your company. A structure that ensures, at the very least, the following:

Having a Comprehensive Compliance Strategy

Many businesses do not have a centralized plan in place to ensure data privacy compliance that is simple yet comprehensive, integrated, quantified, and centralized. This may be achieved by developing a high-level set of principles and documents that outline the measures that must be performed in the case of a privacy compliance risk. By doing so, all stakeholders and organizational areas are provided with a guideline that must be followed with respect to cyber-attacks and threats per existing legislation.

Having Subject Matter Experts in Compliance (SMEs)

Nobody can be an expert in the plethora of regulations that must be followed. One alternative is to assign and train SMEs to be experts in your industry-specific legislation, such as HIPAA or GDPR. This technique would help guarantee a single point of contact for developing legally compliant policies and procedures.

Inventorying and Evaluating Personally Identifiable Information (PII) or Sensitive Personal Information (SPI)

When collecting personal data, it must be recognized and labeled, and businesses must give a way to track it. This will assist you in locating and protecting personal data in compliance with legal and suggested standards.

Creating Data Security Policies and Procedures

A privacy-compliant company has strong administrative, technological, and physical security mechanisms in place to assure data confidentiality, integrity, and availability. This includes the capacity to identify and prohibit unwanted or unlawful data access. Information security must be continually analyzed, monitored, and updated to face emerging risks. Data sharing must also be subject to stringent restrictions and rules.

Creating a Response Strategy

Despite strict attention to data privacy requirements, no system is flawless. Cyberattacks and data breaches continue to outwit even the most sophisticated systems. An efficient data breach response strategy and escalation procedure can reduce the consequences of an incident. Employees in charge of breach response should be trained on these strategies and the usage of escalation channels. As proactive preventative steps against a similar occurrence, the remedial activities in the reaction plan must be done and documented.

Maintaining Appropriate Compliance Documentation

Compliance strategies and processes must be meticulously recorded. Robust information management solutions must also be used to host and maintain all documents, reports, and data. In most cases, businesses assign a single person completely accountable for document security and compliance.

Providing Proof of Compliance

It is not sufficient to know that your compliant management is at par. You must be prepared to show your compliance in the event of an external or internal investigation. Reports and paperwork should make compliance easily verifiable and accessible. Your business should have a mechanism in place for reporting noncompliance and an escalation path that is well established. Consistent adherence to confidentiality standards should also be demonstrated by adequate monitoring, auditing, and control implementation.

People Analytics Software: The Driving Force Behind a Growing Business

Understanding the significance of people analytics for success in today's competitive business climate To conclude, people analytics highlights the use of technology to empower workers and achieve company objectives while surrendering to the tide of the digital revolution. Such technology reduces the need for data scientists to extract insights from data. Thus, making the tool essential for every growing business.

People analytics has been around for a while. Yet, thus far, the most common application of people analytics has been for performance tracking, in which data is acquired from many business verticals and analyzed, allowing management to make better decisions based on it. These considerations might include managing diversity and equality, how to build a team, or where to discover talent. However, the recent emergence of new data sources has boosted the efficacy of using people analytics software for day-to-day business tasks. Furthermore, new data sources and the development of sophisticated computers enable companies to do more with data in terms of employment.

For example, making justifiable decisions at the employee level may be challenging in a company. And, because an organization's success is proportional to its employees' ability to achieve strategic goals, a company's ability to support employees' growth plans and aid them in recognizing growing talents is critical. More so because such qualities, if cultivated, may provide a competitive edge to a company. And here is where people analytics might come in handy. In the background, people analytics keeps everything moving smoothly and justifiably. People analytics is used throughout organizations to overcome skill gaps by directing authority from where they are now to where they want to be. The system also tracks how well an individual improves and acquires new abilities.

Managing the Assets

Furthermore, while each organization's workforce is its most valuable asset, managing it cost-effectively may be its most significant difficulty today. A better method to handle this is to optimize people's costs using people analytics. The system helps to offer a complete organizational perspective of a company's personnel, allowing it to know where it stands. It reduces people's expenses to a more manageable level, providing insight into where resources are spent and how much the organization must work with.

People analytics also provides a clearer picture of what each person brings to the table. This can provide a more equitable reward system and further training for individuals who may require it.

Recruiting Right

Similarly, recruitment may be a costly and challenging operation in a company, resulting in hiring the wrong applicant. The improper applicant might be time and resource-consuming for the company. However, insights derived from business analytics may be utilized to help in this process. The tool can assist the business in understanding the attributes, features, and talents that compose a high-performing person by using current employee data.

Training Effectively

The tool can also assist the HR staff in filtering candidates based on their professional qualifications later in the screening process. It can also aid in selecting candidates who have passed the interviews. Companies may use this approach to optimize their recruiting process and drive superior performance across the business. People Analytics also promotes cross-organizational collaboration by allowing employees to abandon several spreadsheets in favor of a consolidated system that stores all people's data in one location.

Traversing Through eDiscovery Data Sources Amid the Hybrid Work Environment

A look at eDiscovery data sources, the issues they provide in today's hybrid work environment, and possible solutions

The COVID-19 pandemic unleashed a tsunami of new technologies, software, procedures, methodologies, and upgrades to old ones, allowing the world's suddenly remote workforce to interact and collaborate more effectively. Meanwhile, cloud service providers saw an unprecedented increase in product utilization since businesses now require it more than ever. However, after almost two years, as we transition from completely remote work culture to a hybrid or back-to-office work culture, companies are yet again struggling. This time, the concern is the ever-increasingly complex regulatory compliance environment. And it only requires more severe and strong systems and procedures to cater to the massive surplus of eDiscovery data sources generated recently.

Amid this chaos are the legal professionals, specifically the eDiscovery and compliance teams. They are entrusted with determining the long-term viability of existing policies, procedures, software, and litigation tactics. They are also assigned to develop more robust, functional processes and workflows to efficiently gather ESI to analyze these new data types in the cloud in response to updated regulatory requirements. Simultaneously, legal teams must prevent needless expenditures or delays during inquiries, investigations, or litigation. But all of it starts with collecting data.

eDiscovery Data Sources

Data security is one of the most challenging eDiscovery, and IT concerns in today's hybrid work culture. It necessitates considerable vigilance on both parties to protect the highly sensitive and confidential data they have been entrusted with. Someone, for example, maybe running an unapproved application on their work computer, putting the entire network at risk. So, how can this issue be adequately addressed?

One step toward the solution is a comprehensive and coordinated endeavor to reduce security threats on eDiscovery data sources. Firms, corporations, and legal professionals should have policies and procedures in place to secure data from collection through disposal. For example, making two-factor authentication essential for all apps. By carrying out this simple but critical step, you add another layer of protection between your sensitive data and malicious attackers. It is also crucial to avoid storing personal and corporate data together and managing personally identifiable information (PII) during institutional storage.

Furthermore, even though more individuals are working remotely than ever before, there must be a distinction between what is kept on personal devices and what is stored on business devices. Allowing your team members to work on their home computers may be convenient, but that device must have all the built-in security safeguards that a business computer has enforced by mobile device management systems in adherence to the eDiscovery software requirements. All of this improves security and protects data both before and during data collection. But that is not all; you need technology to make your policies and processes effective.

eDiscovery Technology

Every year, businesses squander millions of dollars troubleshooting data processing issues because the processing engine they utilize cannot proactively detect potential problems.

Companies should look for solutions that solve these flaws right away to avoid this scenario. One approach is to look for a processing engine that offers intelligent and dynamic processing by utilizing powerful analytics powered by built-in artificial intelligence technology. Such a system would approach all eDiscovery data sources with a governance-first orientation. To give the results, it must enable powerful search capable of skimming through millions, if not billions, of files and data simultaneously. It must have an early case assessment feature so that you can win your legal battle early on. Most significantly, it should take a defensible approach to all data, allowing for compliance by including audit trails.

Why File Analysis Tools are Crucial to Managing ROT Data

Understanding ROT data, the difficulties it presents, and the significance of a file analysis tool in resolving those challenges Risks to data security Productivity losses Incorrect judgments High storage costs Legal dangers Risks of noncompliance

Too much of anything can be problematic. And the same is true in a network for redundant, obsolete, and trivial (ROR) data. It impedes productivity and desired outcomes, poses data security, legal, and compliance problems, and increases storage expenses. The good news is that by properly planning and investing in the correct file analysis tools, businesses may drastically reduce the disadvantages of ROT data and reap the benefits.

But exactly, what is ROT data?

Simply described, redundant data is data that is duplicated and kept in several locations within the same system or across multiple systems. Data that is obsolete is information that is erroneous, incomplete, or no longer in use. It may include out-of-date information that has been superseded by new information. Trivial data is information that does not add to corporate knowledge, business insight, or record-keeping obligations.

Many copies of an email saved in the system made by a sender by delivering it to multiple users are a classic example of redundant data. An example of obsolete data is old versions of outdated documents preserved in SharePoint. And the address of an employee who left the organization years ago may be regarded as trivial information. And all of this is directly responsible for the issues that come up during unstructured analytics.

What is the issue?

Keeping outdated personal information on a former employee or several copies of the same email may not appear to be a problem at first, but it is. Some severe concerns that emerge when businesses do not dispose of ROT data include:

The more data you have in your databases and file servers, the more difficult it is to safeguard it. By removing the clutter using a file analysis tool, you can better understand your information and focus your security efforts.

Employees lose time searching for the relevant data amid the clutter or rectifying work they've already done with outdated data.

Making decisions based on erroneous data analysis might result in negative consequences.

According to Veritas Global, as much as 33% of the data held by enterprises in 2016 was redundant, outdated, or trivial, with the remaining 52% classified as "black" data, the worth of which is unknown. According to Veritas, managing all that data would cost firms around the world $3.3 trillion by 2020. The expense of data management is directly proportional to the amount of data kept.

Having to filter through that ROT data without a robust in-place file analysis solution limits your capacity to react to legal e-discovery requests quickly and correctly.

Regulations such as GDPR and CCPA need careful tracking and disposal of customers' personally identifiable information (PII) and a privacy policy outlining how you gather, keep, and dispose of consumer data.

How can companies deal with ROT?

To manage ROT data, it is crucial to use the proper methods and file analysis tools for it. The measures below can help you significantly minimize the quantity of ROT data on your network:

Make a taxonomy for your data that works. Collaborate with key stakeholders to develop a consistent set of definitions, labels, and groups so that you can readily comprehend the information you have.

Create a policy and a set of best practices for dealing with ROT data. Establish mechanisms, for example, for removing outdated records and inconsequential data.

For each category of information, establish a single source of truth (SSOT). This will reduce the confusion caused by versioning. The "correct" version is always the one saved at the SSOT location.

Automate the above procedures using file analysis software, including defensible deletion, archiving, tagging, etc. This saves your workforce time spent on manual operations and reduces the possibility of human error.

Put an end to the spread of ROT

Keeping up with the proliferation of ROT data is a continuous activity, not a one-time occurrence. Therefore, investing in a powerful file analysis tool becomes a necessity. It assures correct data tagging, aids in automating critical information management processes, and enables strong information governance based on intelligent data review. This leads to:

A thorough awareness of ROT data in your IT system allows for data minimization opportunities

A solid procedure for lowering the possibility of security concerns and the costs associated with a data breach

Simplified legal and regulatory compliance responsibilities

Increased productivity by making data more accessible

You can make better selections if you have exact search results

Reduced data storage and management costs

Employee Retention – Improving the Game

Part 2: Improving the employee retention game using the right tools and techniques To conclude, employee retention is a vital aim for every business, but it may be tough to achieve. However, spending time and money on employee retention is better than partaking in the one trillion-dollar market of voluntary turnover. Therefore, hire wisely, identify trends and patterns, and measure the effectiveness of your employee retention program with the help of advanced people analytics. It will only assist you in eliminating the guesswork and plan better while making informed data-driven decisions. Contact the experts here to learn more about the benefits of analytics in employee retention and how it may assist your company.

Gone are the days when employers had the upper hand over employees. Today, employees have the power in their hands, leading the job market, from hiring through training and development to resignation. And, as it turns out, employee turnover is the most expensive for the firm of all of them. To put that in context, according to Gallup's research, corporations lose a trillion dollars every year due to voluntary turnover in the United States alone — not to mention the companies with offices all over the world. As a result, it is critical to strengthen the staff retention game.

Read Employee Retention- Understanding the Necessity to understand better why employee retention is crucial.

Let us look at how you might improve your employee retention game with that in mind.

Hiring

If you do not hire right, you cannot retain right. Therefore, identifying and employing the right talent is critical. This may be accomplished by using effective screening approaches that assist evaluate whether a candidate is willing to stay for an extended period. These data-driven screening assessments help not only gauge talents like programming language knowledge or human resource abilities but also personality, reasoning capacity, and risks.

Overall, predictive analytics can assist you in optimizing the hiring process. Using predictive modeling, data scientists may also help anticipate which applicants will most likely succeed and how long they will stay with the organization. They can also provide you information on other elements of recruiting, such as determining which talents are most needed in your business, so you know what competencies to recruit for—additionally assisting in places where skills shortages exist that you are unaware of. Overall, it eventually contributes to developing a talent pool that is here to stay.

Trends

There are moments when you know something is going on but can't quite put your finger on it. People analytics can also help with this. Analytics enables you to identify patterns and answer various questions about what is going on in your organization.

For example, which staff is most likely to leave and why?

Advanced people analytics allows you to examine the behavioral changes that are taking place around you using business analytics insights collected from corporate emails, chats, and surveys. This will assist you in determining which individuals in your business are likely to resign soon. Furthermore, these analytical insights can assist in determining the causes for potential turnovers, such as compensation, workload, uncertainty over promotion, or job function.

Then there's the question of when most staff quit.

According to Glassdoor research, January is the most popular month for employees to hunt for new employment. In the United States, 22% more applications are submitted on Glassdoor in January than in any other month. This might be attributed to employees returning from vacation, making New Year's resolutions, or waiting to get Christmas bonuses in December before beginning their job hunt.

Yes, there may be other forces at work at your firm leading individuals to resign at various periods. However, the only way to comprehend this is to investigate the patterns, which can only be accomplished with the assistance of people analytics.

Measurement

Finally, monitoring the results of your staff retention program is pointless unless you measure to see whether it is working. That is because even under the best of circumstances, change management is challenging for enterprises, and even an excellent new program may have limited employee acceptance and have no influence on staff retention.

Fortunately, business analytics modeling can also assist you in understanding how your current initiatives are performing. And even if you don't have an employee retention program in place, prescriptive models can help you decide what steps to take.

Employee Retention - Understanding the Necessity

Part 1: Understanding the necessity of employee retention for companies in today's uncertain times To conclude, employee turnover is one vicious cycle that might eventually lead others to their own quitting. Therefore, it is essential to understand that employee retention is a long-term game. And to establish a continuous connection with an employee, you should start with employing the finest prospects for your company using advanced people analytics. Following that, you'll need to assist the employees with learning and development activities during their tenure at the firm, and you'll need to conclude the relationship on a positive note with an exit interview or retirement preparation. Read Part 2: Employee Retention – Improving the Game to understand better how to improve the retention game.

When it comes to people, many firms are plagued with questions such as "are they pleasantly engaged, are they comfortable, or are they likely to leave?" Moreover, despite technical advances, businesses continue to struggle to answer these issues since they depend on various circumstances. Factors such as the COVID-19 pandemic have had an enormous influence on employee engagement as well, with Gallop stating that it has reached a new high following a historic drop.

But why is employee retention so necessary?

As it turns out, companies with lower retention rates struggle with productivity, efficiency, and corporate culture where people come and go, creating a "revolving door" environment. Here are a few compelling reasons to keep your best performers with you.

Retention Saves Money

According to the US Bureau of Labor Statistics, one-third of new employees resign within six months, with 3 to 4.5 million people quitting their jobs each month in the US alone. And replacing so many people within six months is a massive cost to the company. Specifically, the cost of identifying, hiring, training, and developing new personnel. Whereas simply retaining your company's existing talent might save you a lot of money.

Retention Saves Time

Not only is it costly to replace personnel regularly, but it is also time-consuming. Onboarding a new employee properly might take several months, if not a year. So, there goes a valuable number of hours that could have been saved by using tools like people analytics and retaining the employees.

Furthermore, when an individual quits a firm, a good deal of knowledge is lost with them. In fact, according to Panopto research, 42% of an employee's expertise is unique and not shared with coworkers, and that information follows them when they leave the company. This usually creates a knowledge gap requiring the new hires to go through the entire learning process from top to bottom.

The business analytics research also discovered that the average new recruit would spend over 200 hours on wasteful work (such as waiting for replies from coworkers or re-learning items to pick up where their predecessor left off). Therefore, retaining the employee would save substantial time for any employer.

Retention Enhances Company Culture

Finally, employee retention is beneficial to your company's internal culture and morale. That is because problems with company culture and significant staff turnover often go hand in hand. For example, continuous turnovers and uncertainty may lead to employees stressing over their own position and the future in the company.

How Can GDPR Compliance Software Help Businesses?

A look into some of the 'other' benefits of the GDPR compliance software

Since its introduction in May 2018, the European Union's (EU) General Data Protection Regulation (GDPR) has been making headlines. This is more so due to the absurdly hefty fines corporations face for violating this legislation. Even vendors and suppliers of GDPR compliance software are focusing on this issue to market their products to businesses. This is because not all organizations can pay fines of up to €20 million, or 4% of their previous fiscal year's global annual revenue. However, if you look closely, the GDPR is designed to help businesses handle personal data more effectively, limit the risk of data breaches, and establish stronger customer relationships.

Hence, here are some benefits that your GDPR compliance software may provide in addition to compliance while lowering the risk of being fined.

Improve Data Management

Yes, GDPR assists you in improving your data management game. As per the GDPR compliance requirements, you must identify and delete redundant, obsolete, and trivial (ROT) files that your firm maintains. Even if many firms are unaware that they have such data, having it poses significant dangers, with or without GDPR. On the other hand, by deleting ROT files, your organization will save money on storing and processing this data, and it will almost certainly erase sensitive ROT data, such as former customers' personal information.

Furthermore, it will be easier to deal with subjects' requests to remove data if they exercise their right to be forgotten because of this. That's because you now know what data you have, how much of it, and where. It also encourages you to reorganize your storage places so that your staff may be more productive and successful while working with accurate, searchable, and accessible data.

Mitigate Data Breach Risks

According to an IBM report, the global average cost of a data breach is $3.86 million, with a $150 cost per lost or stolen record. As a result, it is evident that no corporation in any field wants a cyberattack and will do everything possible to prevent one. Be it the installation of spam filters and anti-malware software, the deployment of Next-Generation Firewalls (NGFW), or the placement of endpoint detection and response (EDR). And that is precisely what GDPR expects businesses to do.

People do not want their personal information to be exploited. And by having comprehensive data privacy compliance rules and a system in place to protect against malware assaults and data loss, businesses are only limiting data breach risks while adhering to the GDPR compliance requirements.

Build Better Relationships

As understood, GDPR's truth is that people do not want their personal data to be misused. It could be by cyberattacks or businesses using their data unethically. Therefore, it is also understood that if a company is GDPR compliant, consumers would regard it as trustworthy and are more inclined to do business with it.

To put this in context, according to a McKinsey report, 87% of individuals indicated "they would not do business with a company if they had concerns about its security practices." And, because the number of data-privacy-conscious customers is increasing, so will the percentage. As a result, if your organization complies with GDPR, you are more likely to attract data privacy-sensitive customers.

To sum it up, a GDPR compliance software brings more than just GDPR compliance to your company. But it is up to you to pick the right GDPR compliance solution and build and practice the best policies and systems to ensure it does.

How Can GDPR Compliance Software Help Businesses?

A look into some of the 'other' benefits of the GDPR compliance software

Hence, here are some benefits that your GDPR compliance software may provide in addition to compliance while lowering the risk of being fined.

Improve Data Management

Mitigate Data Breach Risks

Build Better Relationships

What Type of Company Needs Enterprise Data Migration Services?

Exploring the causes of enterprise data migration and who would need it To summarize, if your firm has a lot of data, you require enterprise data migration. Alternatively, you will most likely need a data migration tool to move from an on-premises server to the cloud. However, because data transfer requirements vary by company, you must evaluate whether you need it and its approach. To know more about the benefits of a legacy database migration or why you need it, reach out to the experts here.

Almost everyone seems to be talking about data migration these days. This is especially true now that the pandemic has compelled businesses to migrate to cloud networks and storage facilities. But exactly, what is enterprise data migration?

Simply put, data migration can be seen as migrating your data from your old phone to a new one. Regardless of how many times you've done it, there's a risk you'll lose some data, such as contacts that haven't been synced or files that aren't supported by the most recent device. And the chances of losing data significantly increase when switching to a different operating system (OS). Enterprise data migration is like transferring your phone's data, only more challenging. This is because it necessitates specialist expertise and deals with sensitive company data.

Who Needs Enterprise Data Migration?

The most common usage of enterprise data migration services is when migrating from an on-premises server to the cloud. And, for the most part, this shift has been precipitated by the development of a remote or hybrid work culture since the epidemic.

Aside from that, when a new system is introduced or data must be stored in a new location, the need for an enterprise data migration plan arises. For example, you will need the services while introducing a new internal management system and transitioning your entire employees from the previous one. Additionally, if your firm is transitioning to cloud storage or just transferring data from an external data center to on-premises servers. Alternatively, the need for a legacy database migration arises as part of modernizing or consolidating your data storage or deploying new software systems.

All organization's data requirements are unique, but a technology refresh would include migrating all stored data in most cases. For example, if you provide new computers to your employees, all company data must be safely migrated from the old machines. This enterprise migration is not the same as transferring data to the cloud. First, a whole new source environment must be created in the cloud, which has its own set of challenges. And there's a lot at stake if the assignment isn't completed appropriately. Your business will be interrupted if the old systems are no longer operational and all data has not been moved to the new systems. As a result, this is a task best left to enterprise data migration tools and professionals.

Other Reasons for Migrating Your Data

Data migration service providers don't only move your data from one location to another. They also provide a few further services. They can, for example, do audits on your data to remove obsolete entries, unnecessary feeds, and other items to optimize the data before it is sent.

If you have decades of data to transfer, you may be surprised by the amount of dark data that surfaces during the audit or the outdated items that clutter your database. Data transfer businesses may handle everything for you.

The effort, however, does not end there. They must also perform several enterprise migrations tests on a mirrored version of the production system. This is done to check that everything works per the enterprise data migration plan before launching the new data environment. This is also done with great care, and the legacy system is only shut off once the task has been performed effectively.

Using Your Information Governance Software to Its Full Potential

Exploring how to make the most out of your information governance software What is Information Governance? Improve Sales and Customer Satisfaction Improve Employee Satisfaction Reduce the cost of eDiscovery Conclusion

In the simplest term, information governance is a framework that guides companies in managing their organizational data, but most businesses would agree that information governance is not an easy job. With tasks relating to legal and regulatory compliance, sensitive data management, storing, sharing, archiving, or disposing of data, it is a lot of work for companies of all shapes and sizes. But, if done right, it can act as a bridge to growth for most of us, and understanding information governance is the first step toward finding that bridge.

Information governance in a digital-first, cloud-based corporate ecosystem extends beyond paper and digital records management. It covers guidelines for the entire lifecycle of the information from its creation and acquisition to archiving and defensible deletion. It also refers to risk assessment, compliance, information security, company-wide policies, standards, etc. Most of these are required by regulations such as the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA compliance), and more industry-specific requirements like HIPAA, PCI-DSS, GLBA, and financial services compliance.

Considering all of that, one might think the IG software is already doing a lot, but there’s more it can do.

Customers-facing employees must be able to locate all pertinent information about a client and their details promptly. Such data is often kept on different platforms without the teams knowing its existence.

An IG software helps companies set the standard for how all information is organized, categorized, and accessed. With that, employees can promptly gather complete and correct information about the customers and use it to address the customers’ needs, resulting in more sales and customer satisfaction.

When so much information is available, it might be challenging to find what you need – or even realize it exists. According to a recent poll, firms in the United States lose $900 million in productivity each year due to information overload.

Information governance solutions help reduce redundant, obsolete, and trivial (ROT) files, reducing the overall data that needs to be worked with. Therefore, it helps reduce the workload for the employees and helps bring in employee satisfaction to some extent.

With ROT data still in the company servers, the discovery team must evaluate every piece of data that might be useful, which can take months, even years, and cost millions of dollars.

By allowing only appropriate information to be easily recognized and accessible, information governance solutions enable quick and thorough e-Discovery that a team of attorneys might take months to complete.

Advanced information governance can bring a lot more to the table than just a tool for managing information. Most large enterprises benefit from the information management and analytics from IG tools. However, the key is to use advanced IG solutions that cater to all your needs.

The Changing HIPAA Compliance Regulations Paradigm With the Emergence of Telehealth Services

SharePoint Archive

A dive into the emergence of telehealth services, its influence on healthcare providers, and the role of HIPAA compliance

According to a McKinsey & Company analysis, telehealth utilization has increased by 38% from the pre-COVID-19 baseline. The increased use of telehealth technology such as audio and video conferencing tools, cloud storage, third-party apps, digital charts, and so on has raised eyebrows in the industry for valid reasons. Since the Health Insurance Portability and Accountability Act, commonly known as HIPAA, provides a federal baseline for privacy measures related to protected health information (PHI), the regulation is obviously looked upon in matters like these.

HIPAA regulations apply

HIPAA regulations apply to four distinct groups in the sector: healthcare providers, health plans, healthcare clearinghouses, and business associates. The first three groups are known as covered entities, and they are obliged to comply with all HIPAA regulations and are subject to fines in case of non-compliance. The last group, business associates (BAs), must also strictly adhere to the HIPAA regulations, and PHI exchanged with them by the covered entities must be safeguarded as well. Furthermore, a healthcare provider must have engaged in any of the HIPAA-covered transactions listed below to be considered as HIPAA-covered entities:

Payment and remittance advice

Claims status

Eligibility

Coordination of benefits

Claims and encounter information

Enrollment and disenrollment

Referrals and authorizations

Premium payment

Any other groups that are neither covered entities nor business associates and have not participated in HIPAA-covered transactions are referred to as third-party entities and non-healthcare providers.

A mental health app

A mental health app that delivers therapy to aid users in dealing with sadness, anxiety, rage, and other emotions is an example of a non-healthcare provider third-party entity. This is because, in the normal course of business, the mental health app does not participate in HIPAA-covered transactions, produce invoices, or get paid for the services. As a result, this app is a HIPAA third-party entity because it is a non-healthcare provider that does not qualify as a covered entity or a business associate.

On the other hand, such mental health applications will at the very least ask you to sign up with sensitive information like a phone number or an email address. Pre-existing mental health or anxiety concerns in you or your family and a list of medications, if any, may be requested by such mental health applications. Furthermore, to provide excellent mental health, such an app will track and record your mental health reports, anxiety levels, and, in some circumstances, even blood pressure, sleeping cycle, and other data.

HIPAA does not regulate health apps, so similar sleeping cycle monitors, habit trackers, weight gain trackers, fitness trackers, and the information users exchange with these applications. As a result, under HIPAA, some developers of health-related applications are not required to secure PHI, fairly handle patient health information, or supervise their vendors' processing of patient health information. However, this is only one example. Telehealth service providers utilize cloud storage, messaging, audio, video platforms, in-built online bots, chart preparation tools, interactive voice response (IVR), data archiving solutions, and other third-party solutions.

According to HIPAA, if the apps, platforms, or tools are developed, recommended, or provided by covered entities, business associates, or healthcare providers, they are liable for any PHI disclosure by the app. Furthermore, assume healthcare providers deliver services through applications, platforms, and tools, and clients adopt those solutions; the providers may be subject to HIPAA rules if they have not signed a business associate agreement with the app and it discloses any PHI.

As a result, the increased use of telehealth technology has raised eyebrows in recent days, requiring healthcare providers to guarantee that patient and customer data is protected and that all third-party telehealth service providers are monitored. Surprisingly, the healthcare industry is already one of the most highly regulated, and other aspects of healthcare require comparable safeguards and procedures. Some approaches, such as implementing organizational information governance solutions and policies, can aid the industry in reducing data privacy compliance risks and thriving in the digital era.

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