Taking a chance on data protection software: 5 reasons why you should do so now

By Edwin Concepcion

Data protection can be an intimidating subject. However, it is becoming increasingly necessary as recent news stories show. Data protection ensures that your company and sensitive information is safe, with a variety of tools available to make the process as smooth as possible, writes Edwin Concepcion, Country Manager, The Philippines, Straits Interactive

Data breaches, scams, and the loss of personal information via online breaches are all becoming more frequent.

As businesses consider the enormous financial and reputational implications, there has never been a more pressing need to protect sensitive data in accordance with the Data Privacy Act (DPA) and other applicable legislation.

Protecting the personal information of your stakeholders is a race against time as new risks loom. To combat this ever-changing threat, data protection software options are available to support privacy management initiatives and minimise any business interruptions.

Mr Alan Chang, Managing Director of OA International, recalls how the company had pockets of practices and policies in place and embedded into processes. However, these practices and policies were not placed in a structure that documents all our policies.

“After getting assistance from consultants and getting certified for the Data Protection Trustmark in Singapore, and using DPOinBOX, I must say that there is now a lot more structure to the policies,” Chang says. “The consultants and software helped us connect the points to ensure that everything is properly indexed and tabled.”

Here are 5 reasons to consider implementing a Data-Protection-as-a-Service, or DPaaS, solution:

1. Data privacy management is not a one-off

Data privacy management is a continuous activity that needs monitoring and improvement.

Data protection consultant Karthik Laxman (CIPM) explains, “The key to managing an effective and robust DPMP is sustaining the initial data protection efforts of an organisation. This means constant monitoring and auditing, and communication with internal and external stakeholders.”

He adds, “A SaaS solution makes monitoring and auditing easier by giving a complete picture of a company’s data protection controls on one platform. The in-built e-learning and communication features also help keep staff informed of any new policies or SOPs.”

2. Align multiple departments to your data privacy program

The bigger your company, the greater the value data privacy software can give you.

Data privacy trainer and consultant Edwin Concepcion (FIP, ISO 27701 Lead Implementer) says “We have helped both large and small companies in the telco, hospitality and retail industries for several years – and we have seen that data privacy software is valuable because data protection was never a one-man job or a one-department job. It is a company-wide effort that requires alignment of several departments.”

Data protection software allows you to set up your governance structure, the roles and responsibilities of employees, and the accountability for policies and processes when it comes to privacy management.

3. You can use spreadsheets, but …

While spreadsheets can do the job, they may also be the most unproductive method.

Laxman says, “Spreadsheets are a problem because when you have multiple departments, with their inventory and risk, how do you get a consolidated view to efficiently track and monitor them?

“It’s not that you can’t use spreadsheets. You can, but it’s time-consuming and complex, whereas when you use a tool, it gives you your reports and dashboards at the click of a button.”

4. It is painful to go through all your processes manually

If you want to implement your privacy management program, one of the first steps you have to do is to establish your baseline risk, which involves mapping out your organisation’s data flow and data inventory – these are not easy tasks.

Concepcion explains, “With data protection software, we can provide a template of common risks related to personal data inventory. We also provide a list of common types of personal data. This assists you in your personal data analysis. You are then able to establish your company’s baseline risk more efficiently.”

5. Demonstrate accountability and manage regulator queries with data protection software

“When a regulator knocks on your door, the tendency is to scramble to generate evidence of operational compliance to data protection laws,” says Laxman.

“If you can generate these reports very quickly, you show that you are in control. If you can provide reports such as your personal data inventory, business process report, and record of processing activities, you can demonstrate accountability to the regulator.”

While data protection can be daunting, there are tools available that can simplify and automate several processes. This way, your organisation can achieve productivity in compliance more quickly.