General Policies and Procedures for Maintaining the Value of Data Assets
Here is a general list for policies and procedures regarding maintaining the value of data assets.
Data Backup Policies and Procedures
Backups are very important when dealing with data because there is always the chance of losing data due to faulty hardware or a user activity. So the need for a strategic backup system should be mandatory for all companies. This being said, in the real world some companies that I have worked for do not really have a good data backup plan. Typically when companies tend to take this kind of approach in data backups usually the data is not really recoverable. Unfortunately when companies do not regularly test their backup plans they get a false sense of security because they think that they are covered. However, I can tell you from personal and professional experience that a backup plan/system is never fully implemented until it is regularly tested prior to the time when it actually needs to be used.
Disaster Recovery Plan
Expanding on Backup Policies and Procedures, a company needs to also have a disaster recovery plan in order to protect its data in case of a catastrophic disaster. Disaster recovery plans typically encompass how to restore all of a company’s data and infrastructure back to a restored operational status. Most Disaster recovery plans also include time estimates on how long each step of the disaster recovery plan should take to be executed. It is important to note that disaster recovery plans are never fully implemented until they have been tested just like backup plans. Disaster recovery plans should be tested regularly so that the business can be confident in not losing any or minimal data due to a catastrophic disaster.
Firewall Policies and Content Filters
One way companies can protect their data is by using a firewall to separate their internal network from the outside. Firewalls allow for enabling or disabling network access as data passes through it by applying various defined restrictions. Furthermore firewalls can also be used to prevent access from the internal network to the outside by these same factors.
Common Firewall Restrictions
Destination/Sender IP Address
Destination/Sender Host Names
Domain Names
Network Ports
Companies can also desire to restrict what their network user’s view on the internet through things like content filters. Content filters allow a company to track what webpages a person has accessed and can also restrict user’s access based on established rules set up in the content filter. This device and/or software can block access to domains or specific URLs based on a few factors.
Common Content Filter Criteria
Known malicious sites
Specific Page Content
Page Content Theme
Anti-Virus/Mal-ware Polices
Fortunately, most companies utilize antivirus programs on all computers and servers for good reason, virus have been known to do the following: Corrupt/Invalidate Data, Destroy Data, and Steal Data. Anti-Virus applications are a great way to prevent any malicious application from being able to gain access to a company’s data. However, anti-virus programs must be constantly updated because new viruses are always being created, and the anti-virus vendors need to distribute updates to their applications so that they can catch and remove them.
Data Validation Policies and Procedures
Data validation is very important to ensure that only accurate information is stored. The existence of invalid data can cause major problems when businesses attempt to use data for knowledge based decisions and for performance reporting.
Data Scrubbing Policies and Procedures
Data scrubbing is valuable to companies in one of two ways. The first can be used to clean data prior to being analyzed for report generation. The second is that it allows companies to remove things like personally Identifiable information from its data prior to transmit it between multiple environments or if the information is sent to an external location. An example of this can be seen with medical records in regards to HIPPA laws that prohibit the storage of specific personal and medical information. Additionally, I have professionally run in to a scenario where the Canadian government does not allow any Canadian’s personal information to be stored on a server not located in Canada.
Encryption Practices
The use of encryption is very valuable when a company needs to any personal information. This allows users with the appropriated access levels to view or confirm the existence or accuracy of data within a system by either decrypting the information or encrypting a piece of data and comparing it to the stored version. Additionally, if for some unforeseen reason the data got in to the wrong hands then they would have to first decrypt the data before they could even be able to read it. Encryption just adds and additional layer of protection around data itself.
Standard Normalization Practices
The use of standard data normalization practices is very important when dealing with data because it can prevent allot of potential issues by eliminating the potential for unnecessary data duplication. Issues caused by data duplication include excess use of data storage, increased chance for invalidated data, and over use of data processing.
Network and Database Security/Access Policies
Every company has some form of network/data access policy even if they have none. These policies help secure data from being seen by inappropriate users along with preventing the data from being updated or deleted by users. In addition, without a good security policy there is a large potential for data to be corrupted by unassuming users or even stolen.
Data Storage Policies
Data storage polices are very important depending on how they are implemented especially when a company is trying to utilize them in conjunction with other policies like Data Backups. I have worked at companies where all network user folders are constantly backed up, and if a user wanted to ensure the existence of a piece of data in the form of a file then they had to store that file in their network folder. Conversely, I have also worked in places where when a user logs on or off of the network there entire user profile is backed up.
Training Policies
One of the biggest ways to prevent data loss and ensure that data will remain a company asset is through training. The practice of properly train employees on how to work with in systems that access data is crucial when trying to ensure a company’s data will remain an asset. Users need to be trained on how to manipulate a company’s data in order to perform their tasks to reduce the chances of invalidating data.
