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How can you keep your information resources secure and up-to-date?

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Information resources are the data, documents, and systems that you use to perform your business tasks and support your decision-making. They are valuable assets that need to be protected and maintained to ensure their quality, availability, and reliability. In this article, you will learn some practical tips on how to keep your information resources secure and up-to-date in the context of business administration.

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1 Identify your information resources

The first step is to identify what information resources you have, where they are stored, who has access to them, and how they are used. You can create an inventory or a map of your information resources to help you visualize and categorize them. For example, you can group them by type (such as financial, operational, strategic, or legal), by format (such as paper, digital, or audiovisual), by location (such as on-premise, cloud, or external), or by owner (such as department, team, or individual).

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Narendar Kumar, Rathod??

Financial Planner helping individuals, families & small business owners protect wealth, manage and reduce risk, and create tax advantaged guaranteed retirement income. Author ?? of "Covid Proof your Retirement"
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To effectively manage information resources, it's crucial to conduct a comprehensive inventory and mapping exercise. Group the resources based on relevant criteria such as type (financial, operational, strategic), format (paper, digital, audiovisual), location (on-premise, cloud, external), and ownership (department, team, individual). This exercise will provide a clear visualization of the information landscape, enabling better organization, access control, and utilization of these critical assets. Regular updates to the information resource map are recommended to ensure it remains an accurate representation of the evolving organizational needs and data ecosystem.

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2 Implement security measures

The second step is to implement security measures to protect your information resources from unauthorized access, modification, loss, or damage. You can use a combination of physical, technical, and administrative controls to achieve this. For example, you can lock your cabinets and drawers, use passwords and encryption, install firewalls and antivirus software, backup your data regularly, and follow policies and procedures for information security. You should also educate yourself and your staff on the best practices and the potential risks of handling information resources.

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Narendar Kumar, Rathod??

Financial Planner helping individuals, families & small business owners protect wealth, manage and reduce risk, and create tax advantaged guaranteed retirement income. Author ?? of "Covid Proof your Retirement"
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Safeguarding information assets is paramount through a multi-layered security approach. Physical controls like locks and access restrictions should be coupled with technical measures such as encryption, firewalls, and regular data backups. Administrative policies and procedures, including staff training on best practices and risk awareness, are equally crucial. This comprehensive security strategy mitigates risks of unauthorized access, data loss, or system breaches. Regular reviews and updates to security protocols are necessary to stay ahead of evolving threats and maintain the confidentiality, integrity, and availability of critical information resources.

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3 Update your information resources

The third step is to update your information resources to ensure that they are accurate, relevant, and consistent. You can use various methods to check and verify your information resources, such as data validation, quality assurance, audit, or review. You should also establish a schedule and a process for updating your information resources, depending on their frequency of use, importance, and volatility. For example, you can update your financial records monthly, your operational reports weekly, and your strategic plans annually.

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4 Delete or archive your information resources

The fourth step is to delete or archive your information resources that are no longer needed, useful, or valid. You can use criteria such as retention period, legal obligation, business value, or historical significance to determine which information resources to keep and which to dispose of. You should also follow the proper methods and procedures for deleting or archiving your information resources, such as shredding, wiping, or transferring. This will help you free up space, reduce clutter, and avoid confusion.

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Narendar Kumar, Rathod??

Financial Planner helping individuals, families & small business owners protect wealth, manage and reduce risk, and create tax advantaged guaranteed retirement income. Author ?? of "Covid Proof your Retirement"
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Ensuring the integrity of information resources demands a systematic approach to verification and updates. Implement data validation, quality assurance audits, and regular reviews to identify and rectify any inaccuracies or inconsistencies. Establish update schedules tailored to the nature and criticality of each resource - financial records may require monthly updates, operational reports weekly, and strategic plans annually. Leverage automation tools where possible to streamline the update process. Assign clear responsibilities and approvals for updates to maintain version control and traceability. A diligent update regimen safeguards the reliability and utility of organizational information assets.

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5 Share your information resources

The fifth step is to share your information resources with the relevant people and parties who need them for their work or collaboration. You can use various tools and platforms to facilitate the sharing of your information resources, such as email, cloud storage, intranet, or social media. You should also follow the rules and guidelines for sharing your information resources, such as confidentiality, consent, attribution, or copyright. This will help you enhance communication, cooperation, and coordination.

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6 Evaluate your information resources

The sixth step is to evaluate your information resources to measure their performance, impact, and value. You can use various indicators and methods to assess your information resources, such as feedback, analysis, benchmarking, or return on investment. You should also use the results of your evaluation to improve your information resources, such as by adding, modifying, or removing features, functions, or content. This will help you optimize your information resources and achieve your business goals.

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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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How can you keep your information resources secure and up-to-date?

1

2

3

4

5

6

7

1 Identify your information resources

2 Implement security measures

3 Update your information resources

4 Delete or archive your information resources

5 Share your information resources

6 Evaluate your information resources

7 Here’s what else to consider

Business Administration

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How can you keep your information resources secure and up-to-date?

1

2

3

4

5

6

7

1 Identify your information resources

2 Implement security measures

3 Update your information resources

4 Delete or archive your information resources

5 Share your information resources

6 Evaluate your information resources

7 Here’s what else to consider

Business Administration

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