Data Management Compliance: A Guide for IT Professionals

It has been an interesting couple of years here at PTS as new technologies and demands within the industry call for our attention. One such subject has been the growing demand from our clients for the delivery of specialist Data Management advisory and implementation management services. This has been a big wake up call for many organisations who have ignored the need to manage their data effectively and as I describe it to my clients the result is similar to your teenage kid’s bedroom come cleaning day. With growing requirements from the regulars now it is time to address this burning issue.

Within organisations, Data Management compliance remains a formidable challenge, especially within the APAC region. IT teams are now being tasked with navigating this complex terrain, understanding the nuances of regional regulations, implementing best practices for compliance, and ensuring data integrity and security are implemented.

In this short article I will give you a taste of our experiences so far and the areas that need to be addressed – over the years our team has gained some great knowledge in this subject and is able to assist our clients in overcoming the challenges through the lessons we have learned along the way.

Within the APAC region is a diverse tapestry of data protection laws and regulations, each tailored to the specific needs and concerns of each country. From the Personal Data Protection Act (PDPA) in Singapore to the evolving data protection framework in India, the regulatory environment demands meticulous attention to detail. Key to navigating this landscape are the regulations pertinent to each jurisdiction in which each organisation operates. This not only ensures compliance but also safeguards against the reputational damage and financial penalties associated with breaches. Why are these regulations in place, quite simply to protect the customer. Losing data is a growing trend and there are many organisations still paying lip service to the protection of its sensitive data.

Achieving compliance in such a varied regulatory environment requires a robust strategy, which is underpinned by several basic best practices which we quickly learned.

The first thing we do is to map the organisation’s data and look to classify the data. This begins with a comprehensive audit of the data the organisation holds. It is surprising how many organisations really don’t know the scale of the issue. How much data do you have, how many files who holds the files, simple stats. Understanding the type, location, and flow of data is so important for identifying the specific regulations that apply and the risks associated with them.

The next step is to identify the Sensitive Data items and if your organisation works with Personal Data then this adds an additional layer (just ask your HR department). It is important to incorporate data protection measures at the initial design phase of the project. This proactive approach ensures that privacy considerations are embedded within the whole project, rather than being tacked on as an afterthought.

It is important to state here very clearly that this project although embedded in IT infrastructure is not something that IT can do alone. IT are the custodians of the data but the data belongs to the Business Departments and only they can provide IT with the information needed to identify, classify and protect the key business data.

As a result, a Data Management Project is really a Business Change Management Project as there is a need to bring the business on the journey as users and owners. Key to the roll out of the project is the implementation of regular staff Training and Awareness on data protection principles, changes in how they handle and manage their data, and the importance of compliance helps foster a culture of data privacy within the organisation.

A good point here is the tooling that was used for the projects implemented to date – as all our clients have been Microsoft users all have had access to the Microsoft Purview Compliance Product. Initially it was a clunky tool but having worked with it in projects the principles are straight forward and we were able to assist clients in identifying and implementing Sensitive Information Types (SITs) in the Rulesets and helped roll out their Compliance Policies, to identify sensitive data, auto classify files and prevent the loss of data from the organisation..

The tool though does have its nuances and we had to help our clients develop Dashboards that are now used by the Business to identify and manage their data.

With a suitable tool in place the next area that in many of our clients was in need of development was the Data Management Incident Response Plan. Despite the best preventive measures, data breaches can and do still occur. Having a well-defined incident response plan ensures swift action, minimising the impact and demonstrating to the regulators of your organisation’s commitment to data protection.

As an important bi-product of undertaking an implementation of effective Data Management, it became clear that Data Loss Prevention (DLP) was an important partner process, as understanding the flow of data unearthed a number of cracks and holes from where data could be lost.

IT must continue to play a pivotal role in ensuring the integrity and security of sensitive data. This involves not only the deployment of technical measures such as encryption, access controls, but also the implementation of effective security controls, that will align with the organisation’s objectives and compliance requirements.

In APAC, where digital transformation is occurring at an unprecedented pace, the role of IT in data management compliance is increasingly critical. Business teams are demanding the implementation of new technologies such as AI and blockchain to give them an edge over their competitors, but unless data is effectively managed then organisations will struggle to implement such initiatives. ?It is important that a strategic, informed, and proactive approach is necessary. Understanding the regulatory landscape, adhering to best practices, and recognising the central role of IT in safeguarding data integrity and security are key to not just surviving but thriving in this complex regulatory environment. As IT professionals, we have the opportunity to lead our organisation through these challenges, transforming compliance from a daunting obligation into a strategic advantage that drives trust and success in the digital age.

If you are struggling to get your data management under control, feel free to reach out, we have learned a lot in our journey to date which can help shorten your journey.

Barry Lewington is Principal Consultant for PTS and can be contacted at [email protected]