Today is the Global Information Governance Day!

#GIGD occurs on the third Thursday in February and was established to raise awareness on information governance.

READ THIS COMMUNICATION IN FRENCH

WHAT IS INFORMATION GOVERNANCE (IG)?

The integration of different technologies, organisational practices and human activities, in order to optimise the use and value of the information (= information capital), and to manage its sharing by minimising the costs and the risks incurred.

A holistic approach to organise, manage, secure all information, by ensuring:
– The employee of my organisation receives the right information when he needs it;
– Data that an employee can access is available and reliable;
– The information is stored appropriately and according to needs.

WHAT ARE THE NEW INFORMATION GOVERNANCE INSIGHTS?

Digital transition, development of cloud computing, integration of AI (Artificial Intelligence), the use of new work tools, as well as the multiplication of exchanges, are factors that directly affect security and confidentiality of documents, including personal data, which they incorporate.

Regarding personal data, all organisations are subject to GDPR (General Data Protection Regulation), since May 25, 2018, which requires them to implement the following principles:

respect for privacy when designing information systems,
default privacy settings of these systems, which are privacy-friendly,
minimising the collection and retention of personal data.

Cyberattacks are no longer science fiction but represent a risk of theft or freezing of data whose probability is growing. It is therefore imperative to mitigate this new risk by identifying and applying measures to secure information throughout its lifecycle (collection, registration, storage, consultation, updating, exchange …).

HOW TO MITIGATE RISKS?

Data encryption!

The growth of folders and files exchange (for example via e-mails) within companies represents a more and more sensitive challenge for companies. In the era of GDPR, a company must put in place measures to ensure that the data is not compromised and unreliable. Encryption is an encoding process that prevents unauthorised third parties from gaining access to the information.

LuxDoc, the electronic document management tool by Labgroup, ensures the confidentiality of your data with automatic data encryption (unreadable outside the company), a reduction of the number of copies and the risk of dissemination but also a rigorous users’ rights administration. This software solution allows you to collect and classify all your data, to control the indexation of your documents but also to manage deadlines and durations associated to your documents (e.g. reminders, alarms…), and contractual data such as notice, renewal and termination. This software solution also allows you to maintain evidence thanks to the preservation of a record of all the operations that have been carried out.

The data security provided by LuxDoc permits to:

Authenticate the users for the data access,
Automate the flows and the processing times,
Search for the metadata and the content of all your documents allowing you fast processing of applications (rectification, erasure…),
Store two copies of data in two datacenters in Luxembourg by an ISO 27001:2013 certified company.

Electronic signature – the secure validation method

Labgroup provides electronic document signing services, via its electronic document management, LuxDoc, enabling companies to:

Facilitate the “workflow” (process) of contract signing
Ensure transparency and trust between the signatory parties
Search, view, share or edit documents via the intuitive interface from any PC, tablet or smartphone.

The secure validation technique allows:

saving time by reducing paper exchanges and automating (fluidifying) the treatment process,
an improvement in the efficiency of contract processes,
mobility by signing documents online,
lower costs by avoiding impressions,
an increase in the quality of the service.

From EDM to electronic (probative) archiving – a powerful protection system.

EDM “LuxDoc”: the treatment of “current” and editable digital contents.

Manage content within the company.
Facilitate the exchange, sharing, modification (= versioning), validation of information circulating within the company and with third parties.
Set up validation processes and workflows in a simple and intuitive way.

EAS (Electronic Archiving System): retention of “definitive” and validated documents

Archive validated data according to their retention period, level of confidentiality … (meeting the document management criteria).
Retain, consult and restore data over time with probative value.
Put security measures in place to protect the value of information over time (integrity, durability, traceability, confidentiality and authenticity)
“Simple” electronic archiving has numerous advantages: simplicity of storage, accessibility of information, reduction of costs and risks.

Legal electronic archiving (PSDC – Provider of Digitisation and/or Conservation Services)

Ultra-secure electronic “safe” that meets the highest security standards.
Complies with the law of 25 July 2015 on electronic archiving, defining the PSDC status.
An additional level of security; protection of electronic documents with legal value:
- Electronic data has the same value as paper documents, under the condition that the security mechanisms that provide legal value to the retention of data, according to the law of 25 July 2015 on legal electronic archiving, are respected.
- Electronic data must be dematerialised and/or retained by a company that obtained the PSDC status. Access to electronic documents must be supervised by ensuring the traceability and authenticity of the electronic document in a highly secure environment.

Legal electronic archiving or not, Labgroup’s EAS guarantees:

Confidentiality: documents are accessible only by authorised persons.
Integrity: documents are protected by a system that can certify that they have not been modified. Timestamping ensures the integrity of electronic files by associating a date and time with information data.
Sustainability (accessibility): the documents are perfectly legible with a guarantee in time. The EAS includes a process of readability control for the archives to avoid the 4 problems of obsolescence namely material obsolescence, software obsolescence, the obsolescence of the file format and the loss of the meaning of the content. Electronic documents must be encoded in standardised universal formats for electronic archiving.
Authenticity: the electronic filing system makes it possible to demonstrate that the archived documents are the originals. The authentication of an electronic document is based on the identification of the person who originated the document, using an electronic signature, for example. The electronic signature also validates or “seals” the document.
Security: documents are protected against loss or intrusion (cybercrime).
Traceability: all actions performed on a document are known/logged to protect the value of a document. It is essential to trace the transactions, from the creation of the document (for example a contract) to its archiving, to preserve the long-lasting usability and integrity of the documents and all the elements, as proof.

HOW CAN WE HELP YOU?

Labgroup has the expertise and tools to accompany you in your digital transition projects, by helping you to digitise, manage, distribute and archive your data in a secure way. Digital transition requires a company to master the entire documentary chain: from the creation of a document to its archiving and/or destruction, through processing and everyday management. Labgroup is your partner to support you in your digital transition and information management projects. The various solutions and services offered by the company adapt to any information processing project, taking advantage of having a single point-of-contact for all your requests.

You are a company with a large amount of sensitive information that you need to:

modify and trade in a secure and regulatory-compliant EDM,
securely store in an EAS with probative or legal value,
give access to the various authorised persons,
manage to protect the organisation against any risk by ensuring that the information has not been altered or deleted during the entire processing cycle until their preservation.

CONTACT US NOW FOR FURTHER INFORMATION!

We invite you to contact our Service Desk who will collect all the questions you may have and will to put you in touch with the right contact, by email servicedesk@labgroup.com or by phone +352 350 222 999 from 8:00 am to 7:00 pm every working day.