Three Content Management System Considerations for Reducing Exposure Risk
Securing customer’s personally identifiable information (PII) and sensitive personal information (SPI) is a priority for every organization. To ensure the security of customer information, too many businesses rely on lengthy manual processes or third-party resources that are only loosely integrated. This article outlines three content management best practices that can help you master regulations and protect sensitive content.
1. Build your content platform with a Policy-Based Foundation, rather than add-on systems
2. Make PII and SPI protection a part of everyday workflows and business processes with native redaction of personal and sensitive information
3. Integrate encryption with archived content and records management
These best practices allow any company to protect PII and SPI and comply with regulations like PCI DSS 3.0, HIPPA, HITECH, and Federal Privacy Act. If your knowledge management system already meets these three considerations, congratulations your business is firing on all cylinders.
Build Your Content Platform with a Policy-Based Foundation
In the late 1990s, Enterprise Content Management companies (ECMs) began addressing corporate standards and industry regulations by layering in policy-based management administrative tools. The resulting ECM became monolithic and cumbersome for enterprises of any substantial size. With the flood of information inherent in today’s business environment, applying policy tags manually is nearly impossible.
Rather than treating standards and regulations as an afterthought, ASG Technologies advocates a policy-driven foundation for the content platform. In this way, every piece of content and critical information is wrapped in policy from the moment of ingestion. With more efficient policy wrappers in place, your content flows smoothly through every business process. More importantly, regulatory standards and requirements can be applied from the onset of content at a granular level, making compliance a much simpler task.
This best practice for content management and governance applies policy wrappers to content as it is ingested or indexed into the system. Applying policy to content places your content management needs on a service level, enabling retrieval, management, storage, user and reporting services for your needs. In this way, the remaining best practices are part of the foundation of your content platform, enabling efficient regulation compliance from the ground up.
Integrate Protection into Business Processes with Native Redaction
Protection practices are made more efficient by automating your content workflows with well-defined business policies. You can protect sensitive information from unauthorized exposure and achieve regulatory compliance with policy-based redaction rules defined deep within your content platform. Redaction services offered by these well-built systems obfuscate PII and SPI, preventing unauthorized viewing of sensitive data.
The redaction process can be automated based on a set of defined business rules and user roles. The report query process can also be semi-automated so that sensitive information is redacted, showing users only the information they are authorized to access. Full and partial redaction is supported. Redaction accuracy is 100% if the redaction process is setup properly—no human intervention required to review the output of redacted reports.
By performing these redaction services natively within your content platform, you can prevent a host of process hiccups, ensuring the security of PII and SPI related data directly within your content repository. So, redaction can be applied to any data including account numbers, Social Security numbers, taxpayer IDs, driver’s license numbers, state issued IDs, passport numbers, bank account and routing numbers, and more.
Integrate Encryption with Archived Content
Reduce the risk of exposing personal information by limiting content access to authorized users through intended service channels with encryption key algorithms. Content archive encryption functionality ensures that any stored content can only be accessed by authorized users through intended service channels.
Attempts at unauthorized access to content outside of the server are thwarted by the use of state-of-the-art encryption key algorithms. This capability can be used selectively for only those archives that encryption is desired. Encryption keys can also be varied by content over time to obtain a greater level of security.
Conclusion
By implementing a policy-based foundation to your content platform, you can seamlessly integrate redaction and encryption for regulatory compliance. Secure presentation of sensitive content (documents, images, reports and so on) happens automatically.
When considering these best practices for content protection, ASG can help you meet compliance needs with minimal cost using the Mobius’ content solution. To learn more about these capabilities, visit asg.com.