How do you manage data breaches?

When personal identifiable information (PII) is identified among the compromised data in the breach, additional measures become necessary to comply with pertinent data protection regulations. Upon detecting such personal data, promptly engage the privacy and data protection team to ascertain whether the incident qualifies as a breach and to initiate the corresponding protocols. Depending on the type, classification, and volume of compromised personal data, as well as the jurisdiction in question, data protection laws require precise timeframes for reporting to both authorities and affected data subjects, if necessary.

Not all breaches require external notification; the determination rests upon the relevant laws within each jurisdiction. The responsible team must determine based on the circumstances to ascertain whether the incident warrants formal notification. If notification is needed, it must occur in a timely manner in accordance with the relevant laws. Furthermore, in cases where a breach demands external communication to authorities or data subjects, it is vital for companies to understand timing for internal communication. This entails disseminating information to employees, partners, and third parties regarding the incident, fostering transparency, and preventing misconceptions and rumors that could inflict damage upon the company's reputation.

Experiencing a data breach is undoubtedly a scenario that every company hopes to avoid; however, these situations foster opportunities for change and growth throughout the organization. Following the turbulence, data governance professionals should dedicate a time to reflect on the incident, including the following aspects: identifying the root cause of the data breach, pinpointing the vulnerabilities exploited, evaluating the time taken for containment, formulating proactive measures to avert future recurrences, engaging essential stakeholders for assistance, and, of course, verifying the execution of effective measures aimed at averting any potential repetition. All these outcomes must be documented within a post-incident assessment.

Data governance professionals responsible for managing data breaches must firmly internalize this highly referenced mantra: "It's not a matter of if, but rather a matter of when." While this perspective might initially appear somewhat pessimistic, cultivating preparedness to confront such challenges is paramount for effectively managing a potential data breach. It's worth noting that preparedness does not prevent an incident but rather streamlines the response process. Therefore, the key to success lies in implementing a series of essential steps, such as understanding key stakeholders, conducting training, establishing an incident response plan, obtaining insurance coverage, and managing vendors who might be involved in a breach.