What do you do if you're an intern in Data Governance and need to handle sensitive data?

Data Governance policy understanding should be part of the onboarding process of all new employees. Moreover, there should be a yearly refresher training.

As an intern you make sure you understand the context and the impact of the data you are handling. Be meticulous and spend the time to learn about sensitive data handling policies and procedures. Ask questions, get detail oriented. Seek guidance and mentorship from experienced Data governance professionals in the team to make sure you are following all the guidelines of handling sensitive data without ignoring any classification and data handling practices. If you lack clarity of process and policies, be bold enough to ask for help or even decline to work with sensitive data in the capacity of an intern if in doubt.

You should understand the organisation structure,existing systems in place ,understanding the policy and procedures in place and controls that are being used

When it comes to handling sensitive data, there are a few things you should consider as an intern in Data Governance. Firstly, what type of sensitive data are you handling? Is it personal information, financial data, or something else? Secondly, what are the company policies for handling such data? Have you received any training on how to handle it appropriately? Lastly, do you have the necessary security measures in place to keep the data safe? These are important questions to ask yourself to ensure that you are handling sensitive data responsibly and in compliance with company policies and regulations.

We have to understand the environment that your organization is operating in - What is the impact of mishandling of valuable data to the company and its customers, business partners or government agencies. Next, we have to understand the current policies and processes already in-placed to storage, access and sharing of data. Identify any areas of improvements that can be made in the management of such data.

Engage your seniors and supervisors…be a quick leaner and attention to details .practices more and where needed do research for deep understanding of the subject

In your role as an intern in Data Governance, seeking guidance is paramount, especially when dealing with sensitive data. Don't hesitate to reach out to your supervisor or experienced team members for direction and support. This not only demonstrates your commitment to upholding data governance standards but also reflects your proactive approach to learning and development. Collaborating with colleagues provides invaluable insights into best practices and the practical nuances of data governance, supplementing formal policies with real-world knowledge and expertise.

Data Governance standards are delicate and often come with nuances. For an inexperienced person Data retention policy for customer data and company internal data may sound identical but there will be nuances in the language in both the cases. In this case taking guidance from subject matter experts or leadership would be ideal way forward.

When in doubt, always seek guidance. Never assume in anything. Seek clarification always. A good team will always guide you through for organisational success regardless of level.

The support of supervisors is crucial for all kinds of interns. They provide guidance, clarify doubts, and ensure the correct implementation of security policies. This creates a conducive environment for learning and awareness of the importance of data protection, ensuring that the intern adheres to necessary standards and receives assistance when needed.

Ensure clarity on the access control structure is essential for all types of projects and files. For example, in Tableau and Power BI, we can define actions and access with the following permissions: - Project Leader: Can create and edit content within specific projects. - Viewer: Can view but not edit content. - Publisher: Can publish content on the Server. - Site Administrator: Manages users, projects, and content across the entire site.

Access control has 2 main aspects to it: - Who has access to what? and - What actions can one perform on the records one has access to. In Content Manager (TRIM) this is managed using a combination of individual user permissions/rights and group based access controls applied to records. This ensures that only users belonging to specific groups are provided access to relevant records and the individual permissions decide whether the particular user is allowed to view or edit or download the records and many more such actions.

Inspect SOD matrix and check if it is matching with enforced rights in the system where exceed immediately remove with guidances of your supervisors

If you accidentally access data you are not authorised to view, immediately tell your supervisor sometimes access controls aren’t diligently maintained and this helps ensure everyone is adhering to the access control measures.

Remember the change management aspects when trying to cultivate a better mindset for data handling. Find small wins and be sure to communicate them at all levels of the company

Learn the different types of data - you should understand what pieces of data amount to sensitive personal information when combined together.

Ensure information safety first ,learn methods of encryption and best way to store data .regularly test backup taken and ensure you are complying with the security policies

Understanding and adhering to access control measures is paramount. These measures ensure that only authorized individuals can interact with sensitive data. It's crucial to grasp the various levels of access permissions and the procedures for granting or revoking access. I must be vigilant in safeguarding my login credentials and consistently log out of systems when not in use to thwart unauthorized access.

Understand Data Sensitivity: Familiarize yourself with the types of sensitive data your organization deals with, such as personally identifiable information (PII), financial data, or intellectual property. Data Storage and Retention: Store sensitive data only in approved locations, such as encrypted databases or secure file repositories. Follow data retention policies to ensure that sensitive data is not retained longer than necessary for business or legal purposes. Properly dispose of data when it's no longer needed, following secure deletion procedures. Training and Awareness: Stay updated on data protection laws, regulations, and industry best practices related to handling sensitive data.

Where anomalies noted report to system owners and follow-up on mitigation controls Where there is a gap in existing policies follow up on the policy amendments and approval respectively

The role of the data steward is important here. Make yourself aware of the data steward that is responsible for your data domain and ensure that the reporting of any issues as also reached their inbox or data issues log

I trust, reporting issues promptly is essential when working with sensitive data as an intern in Data Governance. If you come across anomalies or suspect a data breach, it's crucial to report it immediately. Timely reporting helps mitigate potential damage and is integral to a robust data governance strategy, showcasing your accountability and awareness of data security importance. Maintain a record of reported incidents as they serve as valuable insights for enhancing data governance practices and addressing potential vulnerabilities effectively.

I'd say that the culture in the org will have a lot to do with it. Usually "reporting issues" is easier said than done. Most of the times the reporting issues can be taken as "them" problem, while almost all the time data governance related issues are "all of us' problem" (top to bottom, left to right) As an intern, document the issues THOROUGHLY, and ALWAYS with possible solutions. Present them to the manager, equipping him/her to get a buy in for resolution. A buy in and recognition of the issues would be the first step. Remediation, timeline, road mapping, budgeting and a tangible value prop of remediation is critical or no issues get resolved.

As governments and businesses are constantly challenged to improve their customer experience for their customers, they will find innovate ways to deliver new services and products for their customers. Hence data will inadvertently be either collected, stored, presented as part of the service or product offering. This opens up new avenues for bad actors to get access to such data. Organizations and people have to constantly keep up to date on the new trends in technologies, on how best to leverage them and minimize the risk to their organizations.

Continuous learning is the cornerstone an internship in Data Governance as a platform for continual learning. Stay abreast of evolving trends and advancements in data governance and protection. Engage in workshops, webinars, or training sessions to expand your knowledge. The dynamic nature of data governance necessitates ongoing learning, benefiting both your ability to handle sensitive data adeptly and your professional development. Seize every opportunity to enhance your skills and understanding, ensuring you remain a valuable asset in the ever-evolving landscape of data management.

Lastly, I see this experience as an ongoing learning opportunity. Keeping abreast of the latest trends and advancements in data governance and protection is essential. Attending workshops, webinars, or training sessions, if possible, is beneficial. The field of data governance evolves constantly, and staying informed not only aids in handling sensitive data more proficiently but also fosters professional development.

Continuous learning is essential for interns in Data Governance to stay abreast of industry developments, manage risks effectively, adapt to change, enhance problem-solving skills, support professional development, and uphold ethical standards. By embracing a mindset of lifelong learning, interns can make meaningful contributions to their organizations and succeed in their careers in data governance.

The field of data governance is dynamic and ever-evolving. Stay abreast of emerging trends, technologies, and regulations through continuous learning and professional development. This not only enhances your skills but also equips you to navigate ethical challenges with confidence.

I am assuming the organization will have a policy related to handling sensitive data. While data privacy is different, I have seen third party companies providing training on sensitive information handling, sensitive information , handling personal information etc. I would make sure that I read the policy and understand the guidelines. In simple words, do not expose the information, do not print, copy, don’t send in an email. Also if your business needs to print it make sure that you shred it or use company provided trash bin for shredding. If you are confused, ask your friend, your leader. Make sure you know what you are doing and if you think you made a mistake, immediately follow up with your leader.

One challenge I have usually faced is that information security policies are well defined in an org but the physical data is not classified, tagged and handled in sync with policy. There are often operational workarounds to handle policy or even regulatory requirements. So if you are new to this, it may also be worth understanding the operational aspects of how sensitive data is managed in the organisation. This could also bring up governance and technology gaps, especially when you get more well versed with policy.

In addition familiarise yourself with regulations: Data governance operates within a legal framework. Take the time to acquaint yourself with relevant regulations such as POPIA,GDPR, HIPAA, or CCPA, depending on the jurisdiction and industry you’re in. Compliance is non-negotiable.

Data Auditing: Conduct regular audits to ensure that sensitive data is being handled in accordance with established policies and procedures. This helps identify any gaps or non-compliance issues that need to be addressed.

In addition to understanding data governance policies and access control measures, it's vital to prioritize data security protocols, such as encryption and regular audits, to ensure data integrity. Collaborating with IT and security teams can provide insights into emerging threats and best practices. Furthermore, fostering a culture of data privacy awareness among colleagues reinforces the importance of compliance and accountability. Regularly reviewing and updating protocols in response to changes in regulations or technology helps maintain resilience against evolving threats.