data security and business planning techniques

Virtually every organization recognizes the power of data to enhance customer and employee experiences and drive better business decisions. Yet, as data becomes more valuable, it’s also becoming harder to protect. Companies continue to create more attack surfaces with hybrid models, scattering critical data across cloud, third-party and on-premises locations, while threat actors constantly devise new and creative ways to exploit vulnerabilities.

In response, many organizations are focusing more on data protection , only to find a lack of formal guidelines and advice.

While every data protection strategy is unique, below are several key components and best practices to consider when building one for your organization.

A data protection strategy is a set of measures and processes to safeguard an organization’s sensitive information from data loss and corruption. Its principles are the same as those of data protection—to protect data  and  support data availability.

To fulfill these principles, data protection strategies generally focus on the following three areas:

• Data security —protecting digital information from unauthorized access, corruption or theft throughout its entire lifecycle.
• Data availability —ensuring critical data is available for business operations even during a data breach, malware or ransomware attack.
• Access control —making critical data accessible only to employees who need it and not to those who don’t.

Data protection’s emphasis on accessibility and availability is one of the main reasons it differs from data security. While data security focuses on protecting digital information from  threat actors  and unauthorized access, data protection does all that and more. It supports the same security measures as data security but also covers authentication, data backup, data storage and achieving regulatory compliance, as in the European Union’s General Data Protection Regulation (GDPR).

Most data protection strategies now have traditional data protection measures, like data backups and restore functions, as well as business continuity and disaster recovery (BCDR) plans, such as disaster recovery as a service (DRaaS). Together, these comprehensive approaches not only deter threat actors but also standardize the management of sensitive data and corporate information security and limit any business operations lost to downtime.

Data powers much of the world economy—and unfortunately, cybercriminals know its value.  Cyberattacks that aim to steal sensitive information continue to rise. According to IBM’s Cost of a Data Breach , the global average cost to remediate a data breach in 2023 was USD 4.45 million, a 15 percent increase over three years.

These data breaches can cost their victims in many ways. Unexpected downtime can lead to lost business, a company can lose customers and suffer significant reputational damage, and stolen intellectual property can hurt a company’s profitability, eroding its competitive edge.

Data breach victims also frequently face steep regulatory fines or legal penalties. Government regulations, such as the General Data Protection Regulation (GDPR), and industry regulations, such as the Health Insurance Portability and Accounting Act (HIPAA), oblige companies to protect their customers’ personal data.

Failure to comply with these data protection laws can result in hefty fines. In May 2023, Ireland’s data protection authority imposed a USD 1.3 billion fine on the California-based Meta for  GDPR violations  (link resides outside of ibm.com).

Unsurprisingly, companies are increasingly prioritizing data protection within their cybersecurity initiatives, realizing that a robust data protection strategy not only defends against potential data breaches but also ensures ongoing compliance with regulatory laws and standards. Even more, a good data protection strategy can improve business operations and minimize downtime in a cyberattack, saving critical time and money.

While every data protection strategy is different (and should be tailored to the specific needs of your organization), there are several solutions you should cover.

Some of these key components include:

Data lifecycle management 

Data lifecycle management  (DLM) is an approach that helps manage an organization’s data throughout its lifecycle—from data entry to data destruction. It separates data into phases based on different criteria and moves through these stages as it completes different tasks or requirements. The phases of DLM include data creation, data storage, data sharing and usage, data archiving, and data deletion.

A good DLM process can help organize and structure critical data, particularly when organizations rely on diverse types of data storage. It can also help them reduce vulnerabilities and ensure data is efficiently managed, compliant with regulations, and not at risk of misuse or loss.

Data access management controls

Access controls help prevent unauthorized access, use or transfer of sensitive data by ensuring that only authorized users can access certain types of data. They keep out threat actors while still allowing every employee to do their jobs by having the exact permissions they need and nothing more.

Organizations can use role-based access controls (RBAC),  multi-factor authentication (MFA)  or regular reviews of user permissions.

Identity and access management (IAM)  initiatives are especially helpful for streamlining access controls and protecting assets without disrupting legitimate business processes. They assign all users a distinct digital identity with permissions tailored to their role, compliance needs and other factors.

Data encryption

Data encryption  involves converting data from its original, readable form (plaintext) into an encoded version (ciphertext) using encryption algorithms. This process helps ensure that even if unauthorized individuals access encrypted data, they won’t be able to understand or use it without a decryption key.

Encryption is critical to data security. It helps protect sensitive information from unauthorized access both when it’s being transmitted over networks (in transit)  and  when it’s being stored on devices or servers (at rest). Typically, authorized users only perform decryption when necessary to ensure that sensitive data is almost always secure and unreadable.

Data risk management

To protect their data, organizations first need to know their risks. Data  risk management  involves conducting a full audit/risk assessment of an organization’s data to understand what types of data it has, where it’s stored and who has access to it.

Companies then use this assessment to identify threats and vulnerabilities and implement risk mitigation strategies. These strategies help fill security gaps and strengthen an organization’s data security and cybersecurity posture. Some include adding security measures, updating data protection policies, conducting employee training or investing in new technologies.

Additionally, ongoing risk assessments can help organizations catch emerging data risks early, allowing them to adapt their security measures accordingly.

Data backup and recovery

Data backup and disaster recovery  involves periodically creating or updating more copies of files, storing them in one or more remote locations, and using the copies to continue or resume business operations in the event of data loss due to file damage, data corruption, cyberattack or natural disaster.

The subprocesses ‘backup’ and ‘disaster recovery’ are sometimes mistaken for each other or the entire process. However, backup is the process of making file copies, and  disaster recovery  is the plan and process for using the copies to quickly reestablish access to applications, data and IT resources after an outage. That plan might involve switching over to a redundant set of servers and storage systems until your primary  data center  is functional again.

Disaster recovery as a service (DRaaS)  is a managed approach to disaster recovery. A third-party provider hosts and manages the infrastructure used for disaster recovery. Some DRaaS offerings might provide tools to manage the disaster recovery processes or enable organizations to have those processes managed for them.

Data storage management

Whenever organizations move their data, they need strong security. Otherwise, they risk exposing themselves to data loss, cyber threats and potential data breaches.

Data storage management helps simplify this process by reducing vulnerabilities, particularly for hybrid and cloud storage. It oversees all tasks related to securely transferring production data to data stores, whether on-premises or in external cloud environments. These stores cater to either frequent, high-performance access or serve as archival storage for infrequent retrieval.

Incident response

Incident response  (IR) refers to an organization’s processes and technologies for detecting and responding to cyber threats, security breaches and cyberattacks. Its goal is to prevent cyberattacks before they happen and minimize the cost and business disruption resulting from any that do occur.

Incorporating incident response into a broader data protection strategy can help organizations take a more proactive approach to cybersecurity and improve the fight against cybercriminals.

According to the Cost of a Data Breach 2023 , organizations with high levels of IR countermeasures in place incurred USD 1.49 million lower data breach costs compared to organizations with low levels or none, and they resolved incidents 54 days faster.

Data protection policies and procedures

Data protection policies help organizations outline their approach to data security and data privacy. These policies can cover a range of topics, including data classification, access controls, encryption standards, data retention and disposal practices, incident response protocols, and technical controls such as firewalls, intrusion detection systems and antivirus and data loss prevention (DLP) software.

A major benefit of data protection policies is that they set clear standards. Employees know their responsibilities for safeguarding sensitive information and often have training on data security policies, such as identifying phishing attempts, handling sensitive information securely and promptly reporting security incidents.

Additionally, data protection policies can enhance operational efficiency by offering clear processes for data-related activities such as access requests, user provisioning, incident reporting and conducting security audits.

Standards and regulatory compliance

Governments and other authorities increasingly recognize the importance of data protection and have established standards and data protection laws that companies must meet to do business with customers.

Failure to comply with these regulations can result in hefty fines, including legal fees. However, a robust data protection strategy can help ensure ongoing regulatory compliance by laying out strict internal policies and procedures.

The most notable regulation is the  General Data Protection Regulation (GDPR) , enacted by the European Union (EU) to safeguard individuals’ personal data. GDPR focuses on  personally identifiable information  and imposes stringent compliance requirements on data providers. It mandates transparency in data collection practices and imposes substantial fines for non-compliance, up to 4 percent of an organization’s annual global turnover or EUR 20 million.

Another significant data privacy law is the California Consumer Privacy Act (CCPA), which, like GDPR, emphasizes transparency and empowers individuals to control their personal information. Under CCPA, California residents can request details about their data, opt out of sales, and request deletion.

Additionally, the Health Insurance Portability and Accountability Act (HIPAA) mandates data security and compliance standards for “covered entities” like healthcare providers handling patients’ personal health information (PHI).

Related:  Learn more about GDPR compliance

Inventory all available data

Having secure data starts with knowing what types of data you have, where it’s stored and who has access to it. Conduct a comprehensive data inventory to identify and categorize all information held by your organization. Determine the sensitivity and criticality of each data type to prioritize protection efforts, then regularly update the inventory with any changes in data usage or storage.

Keep stakeholders informed

Maintain strong communications with key stakeholders, such as executives, vendors, suppliers, customers and PR and marketing personnel, so they know your data protection strategy and approach. This open line of communication will create greater trust, transparency and awareness of data security policies and empower employees and others to make better cybersecurity decisions.

Conduct security awareness training

Conduct security awareness training across your entire workforce on your data protection strategy. Cyberattacks often exploit human weakness, making  insider threats a significant concern and employees the first line of defense against cybercriminals. With presentations, webinars, classes and more, employees can learn to recognize security threats and better protect critical data and other sensitive information.

Run regular risk assessments

Running ongoing risk assessments and analyses helps identify potential threats and avoid data breaches. Risk assessments allow you to take stock of your data footprint and security measures and isolate vulnerabilities while maintaining updated data protection policies. Additionally, some data protection laws and regulations require them.

Maintain strict documentation

Documenting sensitive data in a hybrid IT environment is challenging but necessary for any good data protection strategy. Maintain strict records for regulators, executives, vendors and others in case of audits, investigations or other cybersecurity events. Updated documentation creates operational efficiency and ensures transparency, accountability and compliance with data protection laws. Additionally, data protection policies and procedures should always be up-to-date to combat emerging cyber threats.

Perform ongoing monitoring 

Monitoring offers real-time visibility into data activities, allowing for the swift detection and remediation of potential vulnerabilities. Certain data protection laws may even require it. And even when it’s not required, monitoring can help keep data activities compliant with data protection policies (as with  compliance monitoring ). Organizations can also use it to test the effectiveness of proposed security measures.

While strategies will differ across industries, geographies, customer needs and a range of other factors, nailing down these essentials will help set your organization on the right path forward when it comes to fortifying its data protection.

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The Ultimate Guide to Creating a Data Security Plan: Protecting Your Business and Customers

Michelle Rossevelt

July 22, 2023

Data Security

In this Article:

Introduction

What is a data security plan.

A data security plan is a comprehensive strategy that outlines measures taken by an organization to protect sensitive information from unauthorized access, theft, or misuse. It involves identifying critical data assets, assessing risks and vulnerabilities, defining policies and procedures for handling data, implementing technical controls such as firewalls and encryption methods, and training employees on best practices.

A well-designed data security plan should be tailored to the specific needs of an organization and should take into account any regulatory requirements governing the handling of certain types of data. The plan should also include regular testing and monitoring to ensure that it remains effective against evolving threats.

Why Do Businesses Need A Data Security Plan?

It is crucial for companies to have a solid data security plan in place to protect sensitive information from cybercriminals. A comprehensive data security plan can help businesses identify potential vulnerabilities and take steps to mitigate the risks. This may include implementing firewalls, encryption, access controls, and other measures designed to safeguard sensitive data .

It also helps ensure compliance with regulatory requirements. Depending on the nature of the business and the type of data being collected and stored, there may be legal obligations that must be met in terms of protecting personal information. A well-developed security plan can help demonstrate compliance with these regulations if required.

The Ultimate Guide to Creating a Data Security Plan

Step 1: assessing your data security risks, identifying sensitive data.

Sensitive data can be found in various forms such as personally identifiable information (PII), financial details, and confidential business information. Identifying these types of data is crucial for creating a robust data security plan. PII includes an individual’s name, address, Social Security number , email address, and other personal identifiers that can be used to locate or identify them. Financial information encompasses payment card details and bank account numbers that could lead to fraudulent activities if they fall into the wrong hands.

Confidential business information may include trade secrets, product specifications or designs, marketing strategies, and intellectual property rights among others. The identification of this sensitive data requires businesses to conduct regular audits of their systems and processes periodically to monitor any potential risks. This will enable the organization to assess its current security posture and take necessary steps towards ensuring that all sensitive data is appropriately protected from unauthorized access or disclosure.

Evaluating Potential Threats

Threats can come from various sources such as hackers , malware, human error, and natural disasters. It is crucial to identify these threats and their potential impact on your business and customers.

To evaluate potential threats, conduct a risk assessment. This process involves identifying vulnerabilities in your systems and processes, determining the likelihood of an attack or other security incident occurring, and evaluating the severity of its impact if it does occur. The results of this assessment can help prioritize which areas need the most attention when implementing security measures.

Analyzing Vulnerabilities

Analyzing vulnerabilities involves identifying potential weak points in your system that could be exploited by attackers. One way to do this is by conducting regular vulnerability assessments , which involve scanning your network and software for known vulnerabilities and weaknesses. These assessments should be performed by experienced professionals who can analyze the results and provide recommendations for addressing any identified issues.

Understand the different types of threats that your business may face. This includes not only external threats such as hackers and cybercriminals but also internal threats such as employee negligence or malicious behavior. By analyzing these different types of threats, you can better understand how to protect your business from them.

Conducting a Risk Assessment

Conducting a risk assessment helps identify potential risks and vulnerabilities that can compromise the confidentiality, integrity, and availability of sensitive information . A risk assessment involves analyzing the systems, processes, and people involved in handling data to determine their level of exposure to threats.

The first step in conducting a risk assessment is identifying the assets that need protection. This includes all types of sensitive information such as financial data , customer information, intellectual property, and trade secrets. Once you have identified these assets, you need to assess the potential threats that could compromise them. These may include cyberattacks, physical theft or damage to equipment or infrastructure.

Step 2: Developing Your Data Security Strategy

Establishing security policies and procedures.

Security policies and procedures should cover all aspects of your organization, from physical security to access controls to incident response plans. By creating clear guidelines for employees, you can ensure that everyone understands their role in maintaining the security of sensitive information .

Implementing Access Controls

Access controls ensure that only authorized individuals can access sensitive or confidential information, and prevent unauthorized access , theft, or misuse of such data. Access controls include various technical and administrative measures that limit the ability of users to view, modify, copy, or delete data based on their role, responsibilities, and level of clearance.

Encrypting Sensitive Data

To effectively implement encryption in your data security strategy, identify which types of data are considered sensitive and require protection. This may include financial information, personal identification details, and confidential company documents. Once identified, you can determine which encryption methods are appropriate for each type of data based on their level of sensitivity.

Selecting and Deploying Security Tools

There are various types of security tools available in the market, including firewalls, intrusion detection systems (IDS), antivirus software, encryption tools, and more. Before selecting any tool, it’s essential to assess your organization’s specific needs and evaluate various options based on budget constraints.

Once you have selected the appropriate security tools for your organization , it’s time to deploy them. Deploying these tools involves configuring them properly and integrating them into the existing system seamlessly. This process requires technical expertise and knowledge of cybersecurity best practices.

Defining Incident Response Plans

Incident response plans (IRPs) are protocols and procedures designed to help organizations respond effectively to cybersecurity incidents. They outline the steps to be taken in case of a data breach, cyber attack, or any other security incident that could compromise business operations, customer privacy, or sensitive information. The main goal of an IRP is to minimize the negative impact of a security event by containing and resolving it as quickly as possible.

An effective IRP should clearly define the roles and responsibilities of all stakeholders involved in incident response, from IT staff to senior executives. It should also establish communication channels for reporting incidents and ensure that everyone is aware of the escalation process. Moreover, an IRP should include specific actions for identifying and mitigating the root cause of a security incident, such as isolating infected systems or blocking malicious traffic. (www.disabilityhelpcenter.org)

Step 3: Communicating Your Data Security Plan

Once you have thoroughly assessed the risks and established a data security plan, it’s time to communicate it effectively. This step is crucial to ensure that everyone in your organization understands the importance of data security and their role in maintaining it. Start by creating clear and concise policies outlining your data security measures . These should include guidelines for password protection , access controls, data backup procedures, and incident reporting.

Conduct regular training sessions to educate employees on the policies and best practices for safeguarding sensitive information. Reinforcing these principles will help instil a culture of vigilance within your team. Additionally, be transparent with customers about how you handle their data by including an accessible privacy policy on your website or app. Be sure to explain how you collect, use, store and share customer information.

Step 4: Testing and Evaluating Your Data Security Plan

Regular security assessments.

Regular security assessments are a crucial component of any data security plan. Conducting these assessments at regular intervals allows businesses to identify and address potential vulnerabilities before they can be exploited by cybercriminals. Additionally, it helps organizations comply with regulatory standards that require periodic security assessments.

During a security assessment, businesses evaluate their current security measures and practices to determine if they are sufficient for protecting sensitive data . This includes reviewing access controls, network configurations, and software updates. The assessment should also include penetration testing to simulate an attack on the system and identify any weaknesses that could be exploited.

Conducting Penetration Testing

Penetration testing, also known as pen testing, is an essential part of any data security plan. It involves simulating a real-world cyber attack to identify weaknesses in your company’s digital infrastructure. The goal is to uncover vulnerabilities before malicious hackers can exploit them and steal sensitive information.

To conduct a successful penetration test , start with a clear scope that outlines the goals and objectives. This should include identifying the systems and applications that will be tested, as well as any potential risks or limitations. From there, you’ll need to select the appropriate tools and techniques for the test based on your specific environment and needs.

Once the test is complete, analyze the results carefully and prioritize any identified issues based on their severity. Remediation steps should then be taken promptly to address these vulnerabilities before they can be exploited by cybercriminals.

Incident Response Drills

Incident response drills help organizations prepare for various cybersecurity incidents and minimize the impact on their business operations. Through these drills, businesses can test their incident response capability and identify areas that need improvement.

To conduct an incident response drill, define the scope of the exercise. This includes identifying the type of incident being simulated, who will be involved in the exercise, and what resources will be needed. Once the scope is defined, it’s important to create a realistic scenario that simulates a real-world cyber-attack.

During the drill, everyone involved should follow established protocols and procedures for responding to an actual security breach. Departments across all levels should work together seamlessly to contain the breach as quickly as possible while minimizing damage caused by it. After completion of each drill, stakeholders must debrief on lessons learned and ensure that improvements are made where necessary so that they can better respond in future incidents.

Continuous Improvement Strategies

Continuous improvement strategies are necessary to ensure that your data security plan is up-to-date and can withstand any new threats posed by cyber attackers. One approach to achieving continuous improvement is by conducting regular assessments of your data security framework, identifying areas that need improvement, and taking corrective actions.

Providing regular training on cybersecurity best practices will help keep employees informed about the latest threats and how they can protect sensitive business information from cyber-attacks. This also helps create a culture of awareness and accountability among employees who handle confidential customer data .

Collaborating with external experts in cybersecurity can also provide valuable insights into improving your current plan. Working with third-party vendors or engaging in industry associations enables you to stay ahead of emerging trends in cybersecurity while keeping track of best practices across different sectors. This collaboration provides opportunities for learning from others’ experiences while strengthening existing partnerships with clients, suppliers, and other stakeholders involved in the protection of customer data .

Frequently Asked Questions (FAQs)

What is the difference between a data security plan and a disaster recovery plan.

A Data Security Plan focuses on protecting sensitive information from unauthorized access or theft, while a Disaster Recovery Plan outlines the steps to be taken in the event of a natural disaster, system failure, or cyberattack.

A Data Security Plan includes measures such as encryption, access controls, and regular data backups to ensure that confidential information remains protected against potential breaches. It also involves conducting risk assessments and implementing security policies that align with industry standards and regulations.

On the other hand, a Disaster Recovery Plan outlines procedures for restoring operations after an unforeseen event that affects business operations. This includes identifying critical systems and data recovery priorities to minimize downtime during an emergency. The plan should also include training all employees on their specific roles in executing the recovery process.

Who Needs A Data Security Plan?

Any business that collects, processes or stores sensitive data should have a plan in place to protect it. This includes but is not limited to financial institutions, healthcare providers, e-commerce businesses and even small startups.

What Are Some Common Mistakes To Avoid When Creating A Data Security Plan?

Failing to identify all potential threats and vulnerabilities. Often, businesses only focus on external threats but forget about internal ones such as employee errors or system failures.

Overlooking the importance of employee education and training. Your employees should understand the importance of data security and be aware of their roles in maintaining it. Without proper training, they may unwittingly cause a security breach by sharing passwords or clicking on suspicious links.

Many businesses make the mistake of not regularly reviewing and updating their data security plan. Threats are constantly evolving, so your plan should also evolve with them. Regular reviews can help identify new risks and vulnerabilities that need addressing to prevent future breaches.

What Are The Consequences Of Not Having A Data Security Plan?

The consequences of not having a data security plan can be severe, both in terms of financial losses and damage to reputation. In the absence of a clear plan, businesses are more vulnerable to cyber attacks, which can result in loss or theft of confidential information such as customer data or intellectual property. This can lead to costly legal actions and fines for non-compliance with data protection regulations.

Furthermore, without a data security plan, businesses may struggle to recover from an attack or breach. Customers are increasingly concerned about the safety of their personal information and are likely to take their business elsewhere if they feel that their privacy is not being adequately protected. The damage done to a company’s reputation can be difficult to repair once trust has been lost.

A robust data security plan is crucial for protecting your business and customers against cyber threats. It starts with identifying the sensitive information you collect and where it’s stored or transmitted. This knowledge will help you choose the right security tools to secure your network perimeter, endpoints, and applications.

Effective data protection also involves access control policies that restrict access to authorized personnel only. You should also have an incident response plan in place to quickly detect and respond to any data breaches or cyber-attacks.

Inside Threats: Unveiling Data Security Risks from Within The Organization

The ultimate guide to securing your data: tips, tools, and techniques.

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Last Updated on June 21, 2024 by admin