Data breaches are increasing, making employee data protection crucial. Last year, the U.S. had 1,802 data breaches, impacting 422 million people. In 2023, the average U.S. data breach cost $9.48 million, up from $9.44 million the previous year. The global average cost was $4.45 million in 2023. Also, 72% of employees believe protecting their data is important.
In this newsletter, we will discuss the growing importance of security and compliance when it comes to internal communications.?
An introduction to secure & compliant internal communication
“Staying compliant with regulations is essential, even for internal communications.? Not just because it’s required – it’s the right thing to do to protect the business and people’s privacy.”
Daren Jennings
, CCO at Speakap
As an internal communicator or HR leader, you must ensure these apps are secure and compliant as it is crucial for protecting sensitive information and meeting legal standards. Failure can lead to severe consequences.?Internal communication may seem like an internal matter, but staying on top of regulations is crucial. Here's why compliance in internal comms matters:
- Non-compliance with regulations, like data privacy laws, can lead to hefty fines and legal trouble.
- Employees have rights regarding their data. Upholding data privacy regulations through internal communication builds trust and demonstrates responsible practices.
- Fostering a culture of compliance, even internally, shows your commitment to responsible business practices and ethical treatment of employees.
What are the organizational challenges from a security & compliance standpoint?
- Increasing cyber threats: Security breaches like malware, phishing, and ransomware are rising. In the second half of 2023, the U.S. saw a 75% increase in ransomware attacks. Phishing is the most common cybercrime, threatening internal communication integrity.
- Employee lack of secure communication knowledge: Employees often share sensitive information unknowingly through insecure channels. For example, a worker might discuss a sensitive topic using an unencrypted channel to solve a problem quickly, unaware of the risks.
- Difficulty in monitoring employees' communication: Managing where and how geographically dispersed employees communicate securely is challenging. As of 2023, 98% of workers prefer remote work, and 16% of companies are fully remote, making it hard to monitor secure internal communications.
- Lack of cohesive security policy for communications: Many companies lack a comprehensive security policy covering access control, device rules, and safe communication, which affects internal communication security.
So, what is needed to ensure secure internal communications??
What is needed to ensure security & compliance internal communications? What technology features are necessary?
To achieve secure and compliant internal communications, it is essential to implement the right technology and best practices. This involves adopting features that protect data integrity, ensure only authorized access, and facilitate seamless communication. Ensuring compliance in internal communications is essential to protect sensitive information and adhere to legal standards. Compliance involves:
- Understanding relevant regulations: Familiarize yourself with data protection laws such as GDPR, CCPA, and HIPAA, which dictate how personal data should be handled and protected.
- Implementing policies: Establish clear policies for internal communications that comply with legal requirements. This includes guidelines on data handling, sharing, and storage.
- Regular audits: Conduct periodic audits to ensure compliance with regulations and internal policies. This helps identify and rectify any non-compliance issues.
- Employee training: Regularly train employees on compliance requirements and the importance of following established policies. This ensures that everyone is aware of their role in maintaining compliance.
- Documentation: Maintain thorough documentation of compliance measures, policies, and audits. This provides evidence of compliance efforts and helps in case of audits or investigations.
Here are the key technology features you should be on the lookout for when choosing a communications tool:
- End-to-end encryption: Encrypted channels ensure safe storage and transmission of conversations, accessible only by authorized individuals.
- Secure file-sharing features: Internal communication involves exchanging files, which can be vulnerable to security breaches. Secure collaboration features for file exchange are essential.
- Access and permission control features: Implement access control and permission levels through methods like one-time passwords (OTP), device vetting, and role-based access control. Multi-Factor Authentication is another example.
- User-friendliness: Secure technology must be user-friendly and context-dependent. For instance, frontline workers may not use email but can use a mobile-first secure tool with appropriate UI/UX and security features.
5 Best practices for secure & compliant internal communication
- Regularly train employees: Teach employees the importance of workplace data security and how to ensure it, like using secure servers for messages and files.
- Establish specific tools for internal communications: Provide employees with a secure, collaborative internal communication tool that prioritizes data encryption and robust security protocols.
- Add extra security layers: Use Multi-Factor Authentication and limit stored data on employee devices to add an extra security layer.
- Implement strict access control: Set user permissions to make conversations accessible only to necessary personnel, preventing unauthorized access.
- Ensure updated communication systems: Regularly audit to find security gaps in your internal comms infrastructure and keep applications updated with the latest security patches.
Securing and maintaining compliance in internal communications is not just a legal necessity but also a critical factor in safeguarding your organization's reputation and operational integrity.
Additional resources
For further insights into secure and compliant internal communications, consider exploring the following resources:
Discover best practices and strategies for creating a secure intranet to protect sensitive internal communications
Understand the risks and compliance issues associated with using WhatsApp for work-related communications, particularly concerning GDPR
Learn about practical steps and measures to ensure your company's internal communications comply with GDPR regulations, avoiding potential legal pitfalls
