Data Privacy Blindspots: Identifying and Overcoming Your Organization’s Hidden Data Risks
Debbie Reynolds
The Data Diva | Data Privacy & Emerging Technologies Advisor | Technologist | Keynote Speaker | Helping Companies Make Data Privacy and Business Advantage | Advisor | Futurist | #1 Data Privacy Podcast Host | Polymath
More Data, More Problems - Debbie Reynolds “The Data Diva”
Data is the lifeblood of organizations, but managing personal information brings varying degrees of Data Privacy risks, some of which are blindspots to organizations that may think they are on solid ground in their Data Privacy maturity.??
As the stakes continue to rise with more data being created, collected, and stored, an astronomical increase in cybersecurity data breaches and unauthorized access, more regulatory scrutiny around handling personal data, and rising consumer expectations around organizations protecting their data, it is key that organizations realize that even the most savvy of organizations have Data Privacy blindspots.?
While many organizations tout robust Data Privacy policies and procedures, their Data Privacy blindspots pose significant risks. These blindspots often involve unseen, overlooked, or inadequately assessed data risks, leading to potentially substantial vulnerabilities. Among the most common yet dangerous blindspots are inadequate consideration of unstructured data risks, data duplication risks, and how organizations manage legacy data. This essay explores these Data Privacy blindspot risks and provides strategies for identifying and overcoming them to enhance your organization’s Data Privacy and cybersecurity posture.
#1 - Unstructured Data: The Sleeping Giant Data Privacy Risk Blindspot
When I advise organizations who feel confident about their data governance and Data Privacy maturity, they sometimes show me evidence of all their applications in data maps or records of processing activities and how data is managed in those systems. This is a great starting point; however, according to a 2023 IDC report, “Untapped Value: What Every Executive Needs to Know About Unstructured Data”, up to 90% of data created in organizations in 2022 was unstructured, which is often not sufficiently mapped of analyzed for Data Privacy risks.? It is estimated that 70 to 80 percent of all data organizations hold is unstructured.?
Unstructured data, which includes Word documents, PDFs, images, videos, spreadsheets, presentations, chat logs, etc., on servers, file shares, and computers, are a huge blindspot and Data Privacy risk. The sheer volume of these data lakes alone can be daunting to address as they will continue to grow exponentially. Even if organizations manage this data via access controls and organize it in folders, these data lakes are often not sufficiently classified for their underlying Data Privacy risks.?
Unlike structured data, which is neatly organized in databases or systems and easier to control, search, and manage, Unstructured data is inherently chaotic. Unstructured data is “data without a story” because it lives outside of a structured system and lacks the context of the data’s origin, stewardship, purpose, provenance, lineage, or point of reference for how it ended up in a data lake. This makes it more difficult to categorize, analyze, or secure.
The Data Privacy Blindspot Risks of Unstructured Data
One of the main risks associated with unstructured data is that it frequently contains personal or sensitive information that may not be adequately recognized, categorized, or protected. For example, documents containing personal information (PI), personally identifiable information (PII), or confidential business information not adequately categorized or properly secured based on their content become a Data Privacy and business risk. Because unstructured data is often spread across multiple locations—such as cloud storage, file servers, and personal devices—tracking and managing this data becomes a formidable challenge.
Also, unstructured data tends to grow exponentially. As employees generate more content, this data is often orphaned from its place of creation and officially protected confines, making it even harder to monitor for data risks or to locate when action is needed when complying with regulations that mandate individual rights to data correction, data deletion, or the right to be forgotten.?
The more unstructured data there is, the greater the risk of data breaches through malicious attacks or accidental leaks.
Overcoming the Data Privacy Blindspot of Unstructured Data
To manage the risks associated with unstructured data, organizations must take a comprehensive approach that includes several key strategies. Here’s a list of actions companies can take to overcome these risks:
#2 - Data Duplication: The Silent Data Privacy Risk Blindspot Multiplier
Data duplication occurs when copies of data are made across multiple systems and often end up in unstructured data lakes intentionally or unintentionally. While data duplication might seem harmless, it can create significant Data Privacy risks, especially if personal or sensitive data is duplicated and stored in less secure environments. Duplication can start when different departments use data in different systems while copies are made and changed along the way. As the data flows throughout the organization, copies are made. These copies often reside outside the protected “official systems,” which have the proper data controls.? As a result, organizations may have secure documents organized properly in their official systems, plus copies of that data that may float unprotected in the organization's unstructured data lakes.
The Data Privacy Blindspot Risks of Data Duplication
Data duplication's primary Data Privacy risk is that it multiplies the opportunities for data breaches and unauthorized access to data. Each duplicate copy of personal or sensitive data represents an additional point of vulnerability. For example, if personal or sensitive customer data is copied from a secure database to an employee’s personal devices or file shares, the security controls protecting that data may not be as robust, increasing the Data Privacy risk.
Data duplication also complicates compliance efforts. Data Privacy regulations often require organizations to know where personal data is stored and to ensure it is properly protected. If an organization is unaware of all the locations where personal or sensitive data is duplicated, it may inadvertently fail to comply with these regulations, leading to significant fines and reputational damage.
Duplicated data increases storage costs and makes data management more complex. With multiple copies of the same data floating around, it becomes more difficult to maintain data accuracy and integrity, leading to errors and inefficiencies in business operations.
Overcoming the Data Duplication Blind Spot
To effectively overcome the risks associated with data duplication, organizations should implement a comprehensive approach that includes the following strategies:
#3 - Legacy Data: The Often Forgotten Data Privacy Blindspot
Legacy data refers to older data that an organization retains. This data is often no longer actively used because of its declining business value but is still retained by the organization. Legacy data may have a lower business value but often has a high Data Privacy risk. Examples of risky legacy data include outdated customer records, old financial data, or obsolete business data. While this data may seem harmless, it can pose significant privacy and security risks if not properly managed.
The Data Privacy Risks of Legacy Data
One of the main risks associated with legacy data is that it is often forgotten or neglected, leading to inadequate protection. Legacy data may be stored on outdated systems that lack modern security features, making it an easy target for cyberattacks. Additionally, legacy data may not be subject to the same rigorous access controls as active data, increasing the risk of unauthorized access. A growing number of publicly reported data breaches are of legacy data.
Legacy data can also complicate compliance with Data Privacy regulations. For example, many Data Privacy and data protection regulations require organizations to delete personal or sensitive data that is no longer needed for the purposes for which it was initially collected. If an organization fails to properly manage its legacy data, it may inadvertently retain data that should have been suppressed, anonymized, or deleted, exposing the organization to regulatory penalties and potential consumer lawsuits.? This risk is all the more daunting as before the surge of Data Privacy and data protection regulations, organizations traditionally were not required to delete personal or sensitive data. Modern data systems are made to remember, not to “forget” data, which makes compliance with these new regulations even more challenging for organizations.
Legacy data can clutter an organization’s data environment, making managing and securing active data more difficult. The more data an organization has, the harder it becomes to maintain visibility and control over that data, increasing the risk of data breaches and unauthorized access.
Overcoming the Legacy Data Privacy Blind Spot
To effectively manage the risks associated with legacy data, organizations should take the following detailed steps:
Data Privacy is critical for all organizations, but even the most well-prepared companies can fall victim to these Data Privacy blindspots. Unstructured data, data duplication, and legacy data are three common areas where organizations may unknowingly expose themselves to significant risks. By identifying and addressing these blindspots, organizations can strengthen their Data Privacy posture, reduce their risk of data breaches, and ensure compliance with Data Privacy regulations.
Implementing data mapping, deduplication, and regular audits can help organizations gain visibility into their data environment and proactively protect their sensitive information. As Data Privacy risks are increasingly common and costly, addressing these hidden risks is not just a best practice; minimizing these risks can make Data Privacy a business advantage.
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The Pact Data Privacy Trust Framework
Debbie Reynolds, "The Data Diva", launched the PACT "Data Privacy" Trust Framework & Scorecard. This Framework can evaluate regulatory and business risk and the Trust of individuals around "Data Privacy". It is a gut check for organizations of all sizes to rate and triage their "Data Privacy" challenges. This Framework addresses Purpose, Alignment, Context, and Transparency. Watch this video to learn the basics as Debbie Reynolds explains the PACT Data Privacy Trust Framework & Scorecard in 6 minutes.
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Head of Marketing at Flexor | Getting your unstructured data AI ready
2 个月Spot on, Debbie! Unstructured data and duplication can be sneaky risks, but when you know how to manage them, you're one step ahead. That’s why tackling these blind spots is a game changer.
Founder | Chief Technology Officer (CTO) | Technical Leader | Strategy | Innovation | Serial Inventor | Product Design | Emerging Growth Incubation | Solutions Engineering
2 个月The article highlights the growing challenges of data privacy in today's landscape, but the future of information technology lies in fundamentally rethinking how we handle data. Instead of continuing with the traditional approach where data is often stored and transmitted "in the clear," leaving it vulnerable to breaches and unauthorized access, the future demands that data be inherently secure and obscured by default. This means shifting towards a model where data is always encapsulated in secure, encrypted forms, only accessible through tightly controlled, owner-defined access protocols. This transformation will mitigate the risks of data breaches and ensure that data sovereignty and privacy are preserved in an increasingly complex digital world.
Team Builder, Startup Cofounder and App Store Inventor
2 个月My very own newsletter is also on data duplication — and begins quoting the Data Diva herself: https://jtayler.medium.com/data-never-disappears-the-eternal-echo-of-the-digital-world-71620bcf77a2
CEO | Solutionist | Helping companies notify the right people on time | Encourager of Dreams
2 个月Debbie, data mining post-breach datasets for the potential notification of people impacted by the breach brings to light many opportunities for better housekeeping of unstructured datasets.
Team Builder, Startup Cofounder and App Store Inventor
2 个月"More Data, More Problems" is right! We can't control how others collect data, but we can protect our reputation by keeping the identity portion separate from the account. This way, we can broker answers regarding the data and retain the right to revoke access, ensuring our identity isn’t sold when services change hands.