What are the most effective ways to prevent data breaches with records management software?

1 Choose a reliable software provider

Not all records management software are created equal. Some may have more features, better performance, or higher security standards than others. Before you invest in a software solution, you should do some research on the provider's reputation, track record, and customer reviews. You should also look for software that meets the industry standards and best practices for records management, such as ISO 15489, ARMA International, or NARA. Additionally, you should check the provider's security policies and certifications, such as ISO 27001, SOC 2, or PCI DSS. These indicate that the provider has implemented adequate measures to protect your data from cyberattacks, breaches, or leaks.

2 Configure the software settings

Once you have chosen a records management software, you should configure it according to your organization's needs and preferences. This includes setting up the user roles and permissions, the retention and disposition schedules, the metadata and classification schemes, and the backup and recovery options. You should also enable the security features that the software offers, such as encryption, authentication, authorization, auditing, and logging. These features help you control who can access, modify, or delete your records, as well as track and monitor the activities and events related to your records.

3 Train and educate the users

Another important way to prevent data breaches with records management software is to train and educate the users on how to use it properly and responsibly. You should provide them with clear and consistent guidelines and policies on how to create, store, organize, access, and dispose of records using the software. You should also inform them of the potential risks and consequences of data breaches, and the best practices and tips to avoid them. For example, you should advise them to use strong passwords, avoid phishing emails, report suspicious incidents, and follow the retention and disposition rules.

4 Update and maintain the software

Like any other software application, records management software requires regular updates and maintenance to ensure its optimal performance and security. You should always install the latest patches, fixes, and upgrades that the provider releases, as they may contain important improvements or fixes for vulnerabilities or bugs. You should also perform routine checks and audits on the software to identify and resolve any issues or errors that may affect its functionality or security. Furthermore, you should review and revise the software settings and policies periodically to reflect any changes in your organization's needs or preferences, or in the legal or regulatory requirements.

6 Seek expert advice

Finally, you should seek expert advice from professionals who have experience and expertise in records management and data security. They can help you evaluate your current situation, identify your strengths and weaknesses, and recommend the best solutions and strategies to prevent data breaches with records management software. They can also provide you with ongoing support, guidance, and training to help you improve your skills and knowledge in this area. You can find experts in records management and data security through online platforms, networks, associations, or referrals.

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?