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What are the best ways to protect your organization's data when shared with external partners?

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Data is one of the most valuable assets of any organization, but it also comes with risks and responsibilities. When you share your data with external partners, such as vendors, customers, or regulators, you need to ensure that it is protected from unauthorized access, misuse, or breach. In this article, we will explore some of the best ways to protect your organization's data when shared with external partners, based on the principles of data governance.

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Kadhirvelu Ratnasabapathi

VP at Seacoast Bank, Aspiring CDO

1 Define data sharing policies and agreements

Before you share any data with external partners, you should establish clear and consistent data sharing policies and agreements that define the purpose, scope, duration, and terms of the data exchange. These policies and agreements should specify what data can be shared, how it can be used, who can access it, how it will be stored, transferred, and deleted, and what security and privacy measures will be applied. You should also ensure that your external partners comply with your data sharing policies and agreements, and monitor their performance and behavior.

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Kadhirvelu Ratnasabapathi

VP at Seacoast Bank, Aspiring CDO
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Having policies to classify the data is important as much as having sharing policies and agreement in place. A validation on policies being followed or not is needed too. The receiving party should sign documents like non-disclosure agreements. A regular watchdog operation to monitor on data being shared, can be helpful. Data Masking used.

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2 Encrypt and anonymize sensitive data

One of the most effective ways to protect your data when shared with external partners is to encrypt and anonymize it. Encryption is the process of transforming data into an unreadable format that can only be decrypted with a key. Anonymization is the process of removing or masking any identifying information from data, such as names, addresses, or phone numbers. By encrypting and anonymizing your data, you can reduce the risk of exposing sensitive or confidential information to unauthorized parties, or violating any data protection laws or regulations.

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Kadhirvelu Ratnasabapathi

VP at Seacoast Bank, Aspiring CDO
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Data Masking can be useful in this scenario. Data Masking will protect the data while sharing. There are many tools available to do this. The confidential data about an individual or an organization can be masked during sharing.

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3 Use secure data transfer methods and platforms

Another way to protect your data when shared with external partners is to use secure data transfer methods and platforms. You should avoid sending data via email, messaging apps, or cloud storage services that are not encrypted or authenticated. Instead, you should use data transfer methods and platforms that offer end-to-end encryption, multi-factor authentication, access control, audit logs, and data integrity checks. You should also ensure that your data transfer methods and platforms are compatible with your external partners' systems and standards.

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4 Implement data quality and validation checks

Data quality and validation are essential aspects of data governance, especially when you share your data with external partners. You should ensure that your data is accurate, complete, consistent, and reliable before you share it, and that it meets the expectations and requirements of your external partners. You should also implement data quality and validation checks throughout the data sharing process, such as data cleansing, verification, reconciliation, and feedback. By doing so, you can avoid errors, discrepancies, or misunderstandings that could compromise your data or your relationship with your external partners.

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5 Train your staff and educate your partners

The human factor is often the weakest link in data security and privacy. Therefore, you should train your staff and educate your partners on how to handle and share data safely and responsibly. You should provide your staff and partners with regular and updated training on data governance best practices, policies, and procedures, as well as on how to identify and report any data incidents or breaches. You should also foster a culture of data awareness and accountability among your staff and partners, and reward their compliance and performance.

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6 Prepare for data breach scenarios and responses

Despite your best efforts, data breaches can still happen, and they can have serious consequences for your organization and your external partners. Therefore, you should prepare for data breach scenarios and responses, and have a contingency plan in place. You should identify the potential sources and impacts of data breaches, and have a clear and timely process for notifying, investigating, and resolving them. You should also have a backup and recovery plan for your data, and a communication and remediation plan for your external partners and stakeholders.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best ways to protect your organization's data when shared with external partners?

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2

3

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1 Define data sharing policies and agreements

2 Encrypt and anonymize sensitive data

3 Use secure data transfer methods and platforms

4 Implement data quality and validation checks

5 Train your staff and educate your partners

6 Prepare for data breach scenarios and responses

7 Here’s what else to consider

Data Governance

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What are the best ways to protect your organization's data when shared with external partners?

1

2

3

4

5

6

7

1 Define data sharing policies and agreements

2 Encrypt and anonymize sensitive data

3 Use secure data transfer methods and platforms

4 Implement data quality and validation checks

5 Train your staff and educate your partners

6 Prepare for data breach scenarios and responses

7 Here’s what else to consider

Data Governance

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