In today's fast-paced busine­ss landscape, advanced data extraction has be­come an invaluable tool. This technology has the­ ability to greatly improve business ope­rations, streamline decision-making proce­sses, ensure pre­cision, and minimize manual work. In this article, we will e­xplore the transformative capabilitie­s of advanced data extraction. Understanding Advanced Data Extraction and Its Role in Business Operations Advanced data e­xtraction refers to the use­ of state-of-the-art technologie­s to rapidly and accurately sift through data. This innovative approach eliminate­s the drawbacks of traditional methods, which are ofte­n time-consuming and error-prone. Imple­menting advanced data extraction has prove­n to be highly advantageous for businesse­s across various aspects. Exploring the Four Ways Advanced Data Extraction Revolutionizes Business Operations Although the benefits of advanced data extraction are numerous, we will focus on four of its most important advantages: Enhancing Operational Efficiency One are­a where advanced data e­xtraction really excels is ope­rational efficiency. In the past, busine­sses had to invest significant time in manually sorting through large­ volumes of data. This not only consumed valuable re­sources but also risked overlooking pote­ntial opportunities and decreasing productivity. Imagine a manufacturing firm that struggle­d with inventory management. The­ir team members had to spe­nd endless hours sifting through mountains of data just to make informe­d decisions. However, once­ they introduced advanced data e­xtraction technology, everything change­d. They were able­ to quickly dive deep into the­ir data and gain a clear overview of the­ir stock levels. This led to significant improve­ments in the firm's supply chain process, minimizing wastage­ caused by overstocking or running out of stock. Accelerating Decision-Making Process The ability to make­ swift and well-informed decisions is crucial for companie­s to stay ahead. A key factor in accele­rating this decision-making process is advanced data extraction. By efficiently extracting and analyzing data, companie­s can quickly adapt to the constantly evolving market dynamics. Consider an inve­stment firm that operates globally and face­s challenges in analyzing the vast financial marke­t within limited time frames. With advanced data extraction tools, they can access re­al-time insights on various markets instantly. This enable­s them to take immediate­ action based on valuable information, leading to re­markable improvements in inve­stment returns and significant resource­ savings over time. Ensuring Accuracy in Data Management Accurate data analysis is also crucial for re­liable results. As the amount of data grows, so doe­s the risk of inaccuracy. That's where­ advanced data extraction technology come­s in and transforms the game. This technology utilize­s advanced machine learning algorithms to sort through unorganized data, extracting only the­ relevant information. Additionally, the importance­ of accurate interpretation and adhe­rence to regulatory compliance­s increases. Failing to properly unde­rstand or missing crucial compliance-related information can re­sult in substantial fines or legal conseque­nces. Reducing Manual Effort Across Various Business Processes Finally, organizations are always on the lookout for ways to improve e­fficiency. One of the biggest culprits that can e­at into productivity is manual tasks, which not only take up precious hours but also introduce the­ risk of errors. Automating repe­titive tasks that were pre­viously done manually can gre­atly enhance productivity while also re­ducing costs. This automation eliminates the inhe­rent errors that often occur in manual proce­sses and guarantees re­liable and consistent outcomes, ultimately leading to improved operational e­fficiency. Final Thoughts In today's digital age, the­ world of advanced data extraction offers a transformative­ and fascinating opportunity. At iDox.ai, our journey of discove­ry goes beyond just using advanced data e­xtraction. It extends to truly understanding and inte­rpreting the information we gathe­r, allowing us to make strategic business de­cisions. Contact us today to see how we can he­lp your business reach new he­ights. lg...Expand

Introduction In today's digital landscape, businesses are dealing with an enormous amount of data. Within this vast sea of information, there lies a subset that is particularly valuable and sensitive—personally identifiable information (PII). Protecting PII is crucial for maintaining customer trust, complying with privacy regulations, and preventing data breaches. However, due to the prevalence of unstructured storage, identifying and locating PII can be a challenging task for organizations. In this article, we will explore the power of PII and why businesses must have a comprehensive understanding of its location within unstructured storage. Understanding Unstructured Storage Unstructured storage refers to data repositories that do not adhere to a predefined data model or format. Unlike structured databases, which store data in well-defined tables, unstructured storage encompasses various file types such as documents, presentations, images, videos, and emails. This type of storage offers flexibility and scalability but presents challenges when it comes to managing and securing sensitive data like PII. The Importance of Protecting Personally Identifiable Information (PII) PII comprises any information that can be used to identify an individual, including names, addresses, social security numbers, email addresses, and more. Businesses collect and store PII for various purposes, such as processing transactions, delivering personalized services, and marketing efforts. However, the mishandling or unauthorized exposure of PII can have severe consequences, leading to financial loss, legal penalties, reputational damage, and loss of customer trust. Challenges in Identifying and Locating PII Due to the nature of unstructured storage, identifying and locating PII can be a complex task. Traditional data management systems are not equipped to handle the diverse file types and formats found in unstructured storage, making it difficult to effectively track and secure sensitive information. Additionally, the sheer volume of data and the constant creation and modification of files make it challenging to manually identify PII within unstructured storage. Unlocking the Power of PII To unlock the power of PII and ensure its protection, businesses need to adopt proactive strategies for identifying and locating sensitive data within unstructured storage. By doing so, they can mitigate risks, enhance compliance, and improve overall data security. Here are two effective approaches for achieving this: Implementing Data Classification Systems Data classification is a systematic approach to categorizing data based on its sensitivity and criticality. By implementing a data classification system, businesses can assign labels or tags to files within unstructured storage, indicating the level of sensitivity and PII content. This enables organizations to quickly identify and locate files containing PII, allowing for targeted security measures and enhanced data governance. Utilizing Automated Data Discovery Tools Automated data discovery tools leverage advanced algorithms and machine learning techniques to scan and analyze unstructured storage for sensitive data. These tools can detect patterns, identify PII, and provide insights into the location of such information. By automating the process, businesses can save time and resources while ensuring a more comprehensive and accurate identification of PII. Benefits of Knowing the Location of Sensitive Data Having a clear understanding of the location of sensitive data within unstructured storage offers several key benefits: Enhanced Data Protection: By knowing where sensitive data resides, organizations can implement targeted security controls and encryption measures to safeguard PII from unauthorized access or leakage. Efficient Compliance : Compliance with privacy regulations such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) requires businesses to have a firm grasp on the location of PII. By knowing where this data is stored, organizations can efficiently respond to data subject requests, ensure data minimization, and demonstrate regulatory compliance. Streamlined Incident Response: In the event of a data breach or security incident, knowing the location of sensitive data enables organizations to respond swiftly, contain the breach, and notify affected individuals, minimizing the impact on both the business and its customers. Improved Data Governance: Understanding the location of sensitive data supports effective data governance practices, facilitating data lifecycle management, data retention policies, and data deletion when necessary. Best Practices for Protecting PII in Unstructured Storage To ensure the protection of PII within unstructured storage, businesses should consider the following best practices: Regular Data Audits : Conduct regular audits to identify and assess the presence of PII within unstructured storage. This helps maintain an accurate inventory of sensitive data and ensures compliance with privacy regulations. Encryption and Access Controls : Implement strong encryption and access control mechanisms to protect PII from unauthorized access or accidental exposure. User Education and Training : Educate employees about the importance of data protection, privacy, and the proper handling of sensitive information. Regular training programs can help prevent inadvertent mishandling or unauthorized sharing of PII. Data Minimization : Adopt a data minimization strategy by only collecting and storing the necessary PII. This reduces the overall risk exposure and the potential impact of a data breach. Data Retention and Disposal : Establish clear policies for data retention and disposal, ensuring that PII is retained only for as long as necessary and securely disposed of when no longer needed. Conclusion In today's data-driven world, protecting personally identifiable information is paramount for businesses. The location of sensitive data within unstructured storage plays a crucial role in effective data protection, regulatory compliance, and incident response. By implementing data classification systems, utilizing automated data discovery tools, and following best practices for protecting PII, organizations can unlock the power of this valuable information while ensuring its security and integrity. FAQs 1. What is unstructured storage? Unstructured storage refers to data repositories that do not adhere to a predefined data model or format. It includes various file types such as documents, images, videos, and emails. 2. Why is it important to protect PII? Protecting personally identifiable information (PII) is vital for maintaining customer trust, complying with privacy regulations, and preventing data breaches. 3. How can businesses identify PII in unstructured storage? Businesses can implement data classification systems and utilize automated data discovery tools to identify and locate PII within unstructured storage. 4. What are the benefits of knowing the location of sensitive data? Knowing the location of sensitive data enables enhanced data protection, efficient compliance, streamlined incident response, and improved data governance. 5. What are some best practices for protecting PII in unstructured storage? Best practices include regular data audits, encryption and access controls, user education and training, data minimization, and proper data retention and disposal policies. lg...Expand

By Alisa Fetic It is crucial to put preventative measures in place to shield businesses from potential data breaches in a world where cyber security risks are rising daily. Data discovery, a tool that gives businesses a comprehensive picture of their sensitive data and aids them in identifying any vulnerabilities before evil hackers exploit them, is one of the most efficient solutions on the market. Data discovery can help businesses be better prepared to react to system threats swiftly and effectively. This article will explore the benefits of utilizing this potent tool for risk assessment and PII protection. What Is Data Discovery? Before delving further into why data discovery should be a part of your comprehensive risk management strategy, it is essential to understand what it entails. In short, data discovery involves utilizing specialized software applications and algorithms to scan through large volumes of unstructured documents within the organization's network infrastructure to locate sensitive personal or corporate information stored within files on various systems across multiple departments or divisions in an enterprise environment. Why Is Data Discovery a Game Changer? Data discovery offers several very useful capabilities for preventing cybersecurity threats. One of its key advantages is its ability to aggregate data from multiple sources, including internally hosted files and cloud services like Dropbox and Google Drive. This means companies can scan for sensitive information across numerous locations on their network without manually reviewing each source individually, cutting down on time-consuming manual processes and improving overall efficiencies within the organization. Additionally, data discovery allows organizations to analyze specific file types. It provides insights into potential vulnerabilities in unstructured files such as Microsoft Office documents or PDFs that may remain hidden from traditional security scans. Uncovering this potentially exposed information helps businesses squeeze every bit of value out of their data while mitigating the potential risks associated with exposure. Data Discovery with iDox: Revolutionary Technology for PII Security With advanced technology algorithms specifically designed by our team at iDox ., our data discovery platform empowers users to quickly search through large amounts of unstructured corporate documents. They can also locate any sensitive information, such as Personally Identifiable Information (PII), Payment Card Industry (PCI) card numbers, or healthcare records, before it is misused or exploited by malicious hackers or other unauthorized parties with bad intentions. By utilizing our software, users can quickly and conveniently discover, redact, and remove all potentially sensitive data in a fraction of the time compared to manual inspections. Furthermore, they can rest assured that their IT systems will remain protected against potential threats, as each piece of data is securely encrypted. In addition, because it is wholly cloud-based with no installations required, users have complete control over where and when sensitive documents are stored or accessed without worrying about demanding maintenance requirements. The Ultimate Data Security Solution Data discovery technology enables organizations to more proactively identify risky behavior within their networks, so any malicious activity can be prevented before a breach causes damage due to negligence or malicious intent from an outside source. Providing insights into PII storage areas across multiple sources within the enterprise landscape, which otherwise would go undetected by traditional scans, makes it a game changer for companies looking for a comprehensive solution for proactive risk assessment measures and data privacy protection. With iDox’s discovery platform, businesses can unlock the incredible value hidden within their unstructured documents and confidently protect personal/corporate information from potential cyber threats in a cost-effective, efficient, and secure manner. lg...Expand

By Greg Sallis Cyber security is a growing concern in today's digital world, with cybercriminals using increasingly sophisticated techniques to breach security systems and steal sensitive data. As a result, businesses need to take proactive measures to protect themselves and their customers from cyber threats. One such solution is iDox.ai Data Security , a comprehensive cyber security system that can help businesses prevent cyber-attacks and safeguard their sensitive data. In this article, we will discuss how iDox.ai Data Security Solutions can help businesses prevent cyber threats. Introduction to Cyber Security: In today's digital world, cyber security is more important than ever. Cybercriminals use various tactics such as phishing, malware, and social engineering to breach security systems and steal sensitive data. The consequences of a cyber-attack can be severe, including financial losses, reputational damage, and legal liability. Therefore, businesses need to take proactive measures to protect themselves and their customers from cyber threats. What is iDox.ai Data Security? iDox.ai Data Security is a comprehensive cyber security solution that can help businesses prevent cyber-attacks and safeguard their sensitive data. It provides a range of security features, including encryption, firewalls, intrusion detection and prevention, and antivirus and anti-malware protection. iDox.ai Data Security also offers real-time threat monitoring, incident response, and security analytics, allowing businesses to detect and respond to cyber threats quickly and effectively. How Does iDox.ai Data Security Work? iDox.ai Data Security works by providing multiple layers of protection to prevent cyber-attacks. First, it uses encryption to protect sensitive data from unauthorized access. Second, it uses firewalls and intrusion detection and prevention systems to prevent malicious traffic from entering the network. Third, it uses antivirus and anti-malware protection to detect and remove malicious software. Fourth, it offers real-time threat monitoring to detect and respond to cyber threats as they occur. Finally, it provides incident response and security analytics to help businesses investigate and mitigate cyber-attacks. Benefits of iDox.ai Data Security There are several benefits to using iDox.ai Data Security Solutions to prevent cyber threats: 1. Comprehensive Protection iDox.ai Data Security provides comprehensive protection against various types of cyber threats, including malware, ransom ware, phishing, and social engineering. This means that businesses can rest assured that their sensitive data is secure. 2. Real-Time Threat Monitoring iDox.ai Data Security offers real-time threat monitoring, allowing businesses to detect and respond to cyber threats quickly and effectively. This can help prevent or minimize the damage caused by a cyber-attack. 3. Incident Response and Security Analytics iDox.ai Data Security provides incident response and security analytics, allowing businesses to investigate and mitigate cyber-attacks. This can help minimize the impact of a cyber-attack and prevent it from happening again in the future. 4. Easy to Use iDox.ai Data Security Solutions are easy to use and require minimal technical expertise. This means that businesses can implement them quickly and easily, without the need for extensive training or technical support. 5. Cost-Effective iDox.ai Data Security Solutions are cost-effective, making them an affordable option for businesses of all sizes. This means that businesses can get comprehensive cyber security protection without breaking the bank. Conclusion Cyber security is a growing concern in today's digital world, with cybercriminals using increasingly sophisticated techniques to breach security systems and steal sensitive data. As a result, businesses need to take proactive measures to protect themselves and their customers from cyber threats. iDox.ai Data Security Solutions can help businesses prevent cyber-attacks and safeguard their sensitive data. With its comprehensive protection, real-time threat monitoring, incident response, and security analytics, iDox.ai Data Security is an excellent choice for businesses looking to enhance their cyber security defenses. lg...Expand

Cyber security is a growing concern in today's digital world, with cybercriminals using increasingly sophisticated techniques to breach security systems and steal sensitive data. As a result, businesses need to take proactive measures to protect themselves and their customers from cyber threats. One such solution is iDox.ai Data Security , a comprehensive cyber security system that can help businesses prevent cyber-attacks and safeguard their sensitive data. In this article, we will discuss how iDox.ai Data Security Solutions can help businesses prevent cyber threats. Introduction to Cyber security In today's digital world, cyber security is more important than ever. Cybercriminals use various tactics such as phishing, malware, and social engineering to breach security systems and steal sensitive data. The consequences of a cyber-attack can be severe, including financial losses, reputational damage, and legal liability. Therefore, businesses need to take proactive measures to protect themselves and their customers from cyber threats. What is iDox.ai Data Security? iDox.ai Data Security is a comprehensive cyber security solution that can help businesses prevent cyber-attacks and safeguard their sensitive data. It provides a range of security features, including encryption, firewalls, intrusion detection and prevention, and antivirus and anti-malware protection. iDox.ai Data Security also offers real-time threat monitoring, incident response, and security analytics, allowing businesses to detect and respond to cyber threats quickly and effectively. How Does iDox.ai Data Security Work? iDox.ai Data Security works by providing multiple layers of protection to prevent cyber-attacks. First, it uses encryption to protect sensitive data from unauthorized access. Second, it uses firewalls and intrusion detection and prevention systems to prevent malicious traffic from entering the network. Third, it uses antivirus and anti-malware protection to detect and remove malicious software. Fourth, it offers real-time threat monitoring to detect and respond to cyber threats as they occur. Finally, it provides incident response and security analytics to help businesses investigate and mitigate cyber-attacks. Benefits of iDox.ai Data Security There are several benefits to using iDox.ai Data Security Solutions to prevent cyber threats: 1. Comprehensive Protection iDox.ai Data Security provides comprehensive protection against various types of cyber threats, including malware, ransom ware, phishing, and social engineering. This means that businesses can rest assured that their sensitive data is secure. 2. Real-Time Threat Monitoring iDox.ai Data Security offers real-time threat monitoring, allowing businesses to detect and respond to cyber threats quickly and effectively. This can help prevent or minimize the damage caused by a cyber-attack. 3. Incident Response and Security Analytics iDox.ai Data Security provides incident response and security analytics, allowing businesses to investigate and mitigate cyber-attacks. This can help minimize the impact of a cyber-attack and prevent it from happening again in the future. 4. Easy to Use iDox.ai Data Security Solutions are easy to use and require minimal technical expertise. This means that businesses can implement them quickly and easily, without the need for extensive training or technical support. 5. Cost-Effective iDox.ai Data Security Solutions are cost-effective, making them an affordable option for businesses of all sizes. This means that businesses can get comprehensive cyber security protection without breaking the bank. Conclusion Cyber security is a growing concern in today's digital world, with cybercriminals using increasingly sophisticated techniques to breach security systems and steal sensitive data. As a result, businesses need to take proactive measures to protect themselves and their customers from cyber threats. iDox.ai Data Security Solutions can help businesses prevent cyber-attacks and safeguard their sensitive data. With its comprehensive protection, real-time threat monitoring, incident response, and security analytics, iDox.ai Data Security is an excellent choice for businesses looking to enhance their cyber security defenses. lg...Expand

By Alisa Fetic Unstructured documents are free-form documents without structure, but you can still scan, capture, and import them digitally. When it comes to business documents, we think of anything structured as an item we can store in online databases or cloud software. In the case of modern businesses, this is how we receive most of our information, ranging from client order forms to employee healthcare information. Everything is digital. However, there are still unstructured documents that many businesses utilize, but they can add to their collection of structured documents without issue. These might include letters, paper forms, or contracts. There's no denying that unstructured documents play a role in present-day businesses, even with the ever-evolving role of technology. Finding a solution to deal with unstructured data and documents is essential, and we can help. Automation and Unstructured Data Automation and unstructured data go hand in hand when optimizing business operations. Automation enables organizations to quickly process large volumes of unstructured data and transform it into actionable insights. With the right software, companies can use unstructured data to gain new insights more quickly and at a higher level of detail than was previously possible. Automation also frees up human resources to focus on driving the organizational strategy. Leveraging automation means identifying patterns in unstructured data and then applying rules-based algorithms to transform it into a structured form. This process helps businesses better analyze the data and uncover hidden correlations that may not have been apparent. By automating processes, businesses can more quickly identify and take advantage of opportunities in the market that they may have missed with manual processing. In addition, we can use automation to streamline operations, improve efficiency, and reduce costs associated with processing large data sets. Automating Redaction and Detection The automated redaction and detection of documents can save companies time, money, and resources. By automatically redacting sensitive information, companies can reduce the manual work needed to protect data, allowing them to focus on their core business activities. Automated detection also increases the accuracy of sensitive data detection and ensures that all documents comply with applicable regulations. This accuracy and compliance can help reduce the risk of data breaches and other security-related issues. Automated redaction and detection can also help companies stay organized by allowing them to identify and track sensitive information in documents quickly. It's a fantastic way to help companies reduce their carbon footprint by reducing the need for paper-based (or unstructured) document processing. A Solution for Managing Unstructured Data Managing unstructured data can quickly become overwhelming for many businesses, regardless of size or industry. However, that management is crucial to allow companies to store large amounts of data in a secure and organized manner, making it easy to access, analyze and use for various purposes. AI-powered services can be life and time-saving for auto-redaction, contract review, and digital document comparison. Finding a flexible solution that works for you and your unstructured data needs can help you advance your company while taking a ton of manual work off your plate! lg...Expand

By Alisa Fetic Cybersecurity attacks remain a top threat for businesses as more and more companies devise proactive measures to secure their data. More than 4,000 publicly disclosed data breaches occurred in 2022, exposing over 22 billion records to bad actors. IBM reported that the average cost of data breaches increased from $4.24 million in 2021 to $4.35 million in 2022—representing a 2.6% increase. While the financial loss resulting from data breaches is significantly high, the real impact on businesses runs much deeper; reputational damages, legal liabilities, and loss of customer trust. Unfortunately, cybersecurity threats aren’t going away. In fact, they get more sophisticated by the day. These threats affect businesses of all sizes—big and small, so it’s vital for organizations to take appropriate measures to thwart the attacks. This article discusses the most notable data breaches that occurred in December 2022. 1. Uber Uber, the global mobility company, suffered a series of attacks in 2022. In September, the company suffered a data breach from an alleged “teenager” threat actor. The hacker compromised the company’s ride-sharing system, gaining access to confidential user data. Uber reported that the attacker downloaded some internal slack messages and accessed data from an internal tool the company uses to manage invoices. Its latest attack happened in December 2022. On December 10 th , a new trove of Uber data was posted on BreachForums. The leaked data included personally identifiable information (PII) of 77,000 Uber employees, source code, and the company’s internal reports. Uber announced on December 12 th that a hacker going by the name “UberLeaks” gained access to their employees’ data and was posting it on social forums. The company believes the attackers accessed its data in a recent breach on TeqTivity—a vendor Uber uses for tracking services. 3. Rackspace On December 2 nd , Texas-based cloud computing giant Rackspace was hit by a ransomware attack, leaving thousands of customers worldwide without access to their data. A few days later, the firm revealed that it was dealing with a security incident that forced it to shut down its Microsoft Exchange Server. Shortly after, Rackspace confirmed that the incident was indeed a ransomware attack. The company also warned its customers not to hand over their sensitive information to anyone who may contact them requesting such information over email or phone. Rackspace didn’t disclose which ransomware group was behind the attack and whether customer data was compromised. The company has received widespread criticism for concealing critical information about the incident. So far, at least two lawsuits have been filed against the company. 2. Last Pass On December 22 nd , the beleaguered password manager giant Last Pass confirmed in a blog post that a hacker had infiltrated their system in an August data breach attempt. Customers’ data may have been at risk of being exposed in a data breach that targeted a database of encrypted password vaults. The hacker used data they stole in the August breach to compromise another employee and obtain credentials that allowed them access to the password database. But just because the attacker gained access to the encrypted vaults doesn’t mean they accessed the passwords. While they have the vaults, it would still be difficult for them to access the passwords, though not impossible. It’s just the first step to cracking the passwords. Wrapping Up 2022 has been a busy year for security professionals as data breaches have affected millions of users and cost companies billions in damages. As attackers advance their strategies, organizations should tighten their security policies to thwart cyberattacks and minimize damage. lg...Expand

By Alisa Fetic Public record requests, also known as FOIA requests, have been on the rise for the past few years, and processing these requests is becoming more complex. Between 2018 and 2020, for example, the number of these requests increased by a staggering 31% . As more applications are made, the data pool expands, making it difficult for government agencies to process requests within the response time required by law. As such, finding ways to simplify and improve the request management process is critical. How can government agencies streamline this process to improve service delivery? This guide will explore the public record request issues currently facing government agencies and provide possible solutions to the problems. Current Issues Facing Public Records Management As a result of this increase in requests, agencies are having a hard time dealing with public records management. Current issues facing public records management include: Issue #1: Managing Backlogged Requests Federal FOIA requests have been on the rise since 2016, with over 800,000 FOIA record requests made each year in the US. But when COVID-19 struck, backlogged cases skyrocketed, increasing by 17.7%, which has been the trend ever since. The increase in backlogged requests exerts pressure on government agencies as these requests must be addressed within the timeframe specified by law. Backlogged requests can lead to lawsuits from citizens, news organizations, and watch groups. Issue #2: Budget and Resources If an agency has fewer FOIA requests, they’re less likely to encounter staff challenges in managing public record requests. However, it can be difficult for an agency to respond in time if they’re dealing with a spike in requests with a staff shortage and a limited budget. Issue #3: Increased Job Complexity The sheer number of data types considered public records has skyrocketed over the past few years, with the rise of automation bringing more attention to email and social media. Today, social media is considered a public record in all 50 states. But the thing with social data is that its’ too complex to handle—people can edit, change, and delete their comments within 24 hours. And today, 1 in 4 public record requests reference social media, meaning agencies are increasingly receiving social media public record requests. How Government Agencies Are Handling the Spike in Public Record requests Government agencies are implementing appropriate measures to address growing public record requests. One of the solutions embraced by virtually all governing agencies is adopting technology for efficiency and compliance. Technology as a Solution to Surging Public Record Requests In an age of technology and the internet, no one wants to spend time in a government office filling public record requests. Every requester expects fast, reliable, and effective service. Many agencies have embraced technology as a means to meet the growing demands for public records. Implementing a software solution for public records means having a modern, intuitive, and easy-to-use web-based platform where users can submit public record requests in minutes. When requests are submitted, your team gets notified immediately, and the requesters can track the progress of their requests. Using software solutions help agencies reduce backlogs and respond to requesters on time. Technological solutions can also help address the issues of staff shortages and unfunded mandates. The use of technology often results in better resource allocation and reduced costs as it can scale the processes without needing additional staff. Wrapping Up Every year, public records continue to increase in volume, leading to a spike in backlogs. Whether these requests come from residents or media entities, your government agency is duty-bound to fulfill them within a given timeframe. To speed up the process and reduce backlogs, many agencies are leveraging software solutions specifically designed to manage public record requests. Using technology to manage public record requests also minimizes the need to hire more staff, leading to cost savings. lg...Expand

By Alisa Fetic From a young age, most Americans are taught to protect their Social Security Number, not sharing it with anyone aside from an employer or financial provider. No one would think that the federal government itself could put such information at risk, making people vulnerable to identification theft, yet that’s just what happened. A Washington Post report shared that, about 2,000 Social Security Numbers were released in hundreds of records that were posed online as a part of the January 6 th Committee. The information contained the numbers of a wide range of people who were a part of President Trump’s cabinet, federal judges, and numerous others including people who visited the White House in December of 2020. Imagine Congress exposing your Social Security Number on a website. That’s just what occurred. What Is the Risk? Social Security Numbers are a key component of data that people can use to create fake identifications. This along with a person’s address and other minimal data could help with opening bank accounts, create credit card files, or used in the production of fake identification cards. In addition, this bit of information could be used to gain access to financial records and legal documents since it is so commonly used as a way to prove identification. Though the federal government removed the spreadsheet containing that data from the website it was on, the data was exposed and put all of those individuals at risk. The result of this is that now those individuals have to take aggressive (and sometimes costly) measures to protect their information such as: Freezing their credit Changing passwords Contacting banks and other financial organizations to report risk Checking their credit reports for any evidence of a stolen identification Using multi-factor authentication to protect all of their credit accounts online Using credit and account monitoring tools How Redaction Software Could Have Eliminated the Risk There’s no real understanding of how a mistake like this could occur so carelessly especially at this level, but the use of redaction software could have eliminated the risk to every one of these people. This type of software works automatically to remove sensitive information from material. That means that, before being put online, this software could have scanned those spreadsheets, recognized the numbers present, and then erased them, blocked them out, or otherwise sanitized the data so that it could not be seen or used by anyone else. Utilizing redaction software like this – whether for home use or for business – is a simple step towards protecting sensitive data. It is one of the most effective methods of ensuring this type of data is not exposed because it does not rely on person to manually detect and remove the data themselves. In this situation, it could have eliminated those Social Security numbers, preventing the risk to 2,000 people from data being shared. Consider the value of incorporating the use of redaction software into your business and daily life to minimize your risks. lg...Expand

By Alisa Fetic Public record requests are a common practice in the United States. Journalists, politicians, and concerned citizens alike use them as a tool to obtain information they're legally entitled to access under official laws. But despite their importance, public record requests aren't always handled the way they should be. There are countless high-profile examples of large organizations and groups failing to properly produce records, for reasons ranging from logistical issues to outright dereliction of responsibility. In this article, we'll go over two of these cases and explain what make them such important learning opportunities to those who fall under the provisions of laws like the PRA. UW Public Records Office The University of Washington's football team decided to partner with rapid antigen company Quidel to handle player testing protocols at the onset of COVID-19. It, like many other schools in the country, was doing everything it could to salvage the 2020 season, and hoped that offering these ultra-rapid - but notably less accurate - tests would be enough to keep the team safe. The Seattle Times and other local media outlets quickly jumped on this story, filing a public records request to the UW for copies of emails about the Quidel deal. The school responded by saying it could not find any relevant records, not once, but twice, after being asked to search again. Further investigation by the Seattle Times with Oregon State University revealed that there were indeed emails regarding the matter - many of which painted an ugly picture of the school's decision-making process. The UW was forced to admit it had failed to properly search for the emails, and local media outlets sued them for violating the Public Record Act. It blamed the fact that the school was incredibly short on resources and only had eight employees to respond to requests for information. This incident isn't just noteworthy for the $97,000 settlement it cost the University of Washington. It also resulted in an intangible loss, that being the damage the school's reputation suffered after all was set and done. West v City of Tacoma (1/28/2020) In 2013, the city public record request was made by resident Arthur West seeking records related to the acquisition, which the city promptly responded to. But the documents provided by West soon after appealed the city's decision, claiming that their search for documents was inadequate and hence, withholding information on the matter was illegal. After deliberation, the court reasoned that while the city was correct to withhold certain documents pertaining to 'Stingray', they had also failed to turn over emails about the technology, including responses to a reporter's questions. This was deemed responsive to West's request and therefore constituted withholding of public records - something strictly prohibited by the PRA. These two cases demonstrate just how easy it is to run afoul of public records law, even when specifically trying to abide by it. In both cases, the courts found that despite good intentions, there had been a violation of the law, and this was something that could have been easily avoided. This is why it's so important for those tasked with responding to public record requests to take their jobs seriously and make sure they are providing all of the relevant documents that have been requested - it's not just the law, but a matter of public trust. lg...Expand

By Alisa Fetic Most citizens, consumers, and businesses are familiar with redactions - the black boxes, gray boxes, and other shapes that mask out sensitive information in documents. Redacting is a common practice in the world of legal matters, where organizations need to share information with each other while still preserving its confidentiality. But despite its importance, redacting isn't always conducted with the utmost attention to detail. There are several high-profile examples of redactions gone wrong, where confidential information was inadvertently disclosed due to human error or a lack of appropriate security measures. In this article, we'll detail one of the most recent - involving The European Commission and AstraZeneca. The onset of COVID-19 created a unique demand for all sorts of products. In March 2020, it was largely toilet paper, non-perishable food items, and masks. About a year later, however, with the finalization of clinical trials, a new item entered the spotlight: vaccines. As the world raced to inoculate as many people as possible before new variants of the virus spread, governments and organizations scrambled to secure vaccine doses. The European Commission, the executive body of the European Union (EU), was one such entity. To ensure the equitable distribution of vaccines throughout its member states, it entered into negotiations with AstraZeneca, a British-Swedish pharmaceutical company, for the supply of 400 million doses. The agreement was signed in August 2020, but it wasn't until January 2021 that the Commission published a redacted version of the contract. This was done in an effort to put pressure on the drug maker after months of delayed deliveries and what the bloc considered a 'failure to commitment'. Unfortunately, this apparent effort to hold AstraZeneca accountable backfired spectacularly. The redactions in the public document weren't as thorough as they should have been, and a significant amount of confidential information was inadvertently revealed. This includes the total value of the contract - €870m - as well as a breakdown of the "costs of goods". This information should have been obscured, as it could potentially be exploited by other pharmaceutical companies in their own negotiations with the Commission. The actual reason for the redaction error is speculated to be a technical glitch, where whatever software was used to obscure the text failed to do its job properly. Some important information, including the number of doses and delivery deadlines of the contract, remained hidden. The European Commission has since publicly acknowledged the breach, and released updated documents with the correct redactions. In the end, those that suffered the most were EU citizens, who were left waiting weeks or months longer for their vaccines. This incident between the European Commission and AstraZeneca is yet another reminder of how important it is to pay attention to redactions. Organizations should always ensure that their security measures are up-to-date and appropriate - especially when sensitive documents are concerned - and that redactions are performed properly. Doing so can help to prevent confidential information from being disclosed accidentally – something the European Commission has learned the hard way. After all, an ounce of prevention is worth a pound of cure. lg...Expand

By Greg Sallis The recent ransomware attack against CommonSpirit Health has caused a stir in the healthcare industry. The attack resulted in a massive data breach, exposing the personal information of thousands of patients and employees. This incident underscores the importance of cybersecurity in the healthcare sector and how they must prepare organizations to protect sensitive data from malicious actors. In this blog post, we will discuss the details of the CommonSpirit Health ransomware attack, how they could have prevented it, and the importance of data redaction in mitigating the risks of a similar attack. What Happened? CommonSpirit Health operates more than 700 care sites and 142 hospitals in 21 states, providing high-quality healthcare for millions of patients. On October 5, the organization confirmed an “IT security issue” as a ransomware attack. Threat actors gained access to portions of the network between September 16 and October 3, potentially compromising patient and family members’ data. The U.S. Department of Health data breach portal confirms that threat actors gained access to the personal data of 623,774 patients. The attackers may have accessed files containing names, addresses, phone numbers, dates of birth, and unique ID numbers used internally by the organization. Fortunately, they did not get their hands on medical record numbers or insurance IDs. CommonSpirit quickly reacted to the attack and mobilized to protect its systems, contain the incident, begin an investigation, and maintain continuity of care. The organization also notified law enforcement and is supporting its ongoing investigation. How To Prevent This Attack? What could have CommonSpirit done to avoid this attack? Let’s explore some possibilities. Update All Systems One of the most effective preventative measures was to ensure that all systems are up-to-date with the latest security patches and software. They should do this regularly to ensure the patching of any vulnerabilities. Train Employees On Security Protocols In addition, it is important to train employees on proper security protocols, including avoiding suspicious emails, using strong passwords, and not using public Wi-Fi networks. These steps could have helped reduce the chances of a successful attack. Implement Redaction Finally, organizations should consider redaction to reduce the risk of an attack. Redaction involves masking or removing sensitive data from documents before them sharing publicly. Let’s look more into it. What is Redaction and Why is It Important? Redaction is the latest, most effective method to secure data and prevent ransomware attacks. Here are two reasons why it is making massive waves in the data security industry: Reduces Risk of Exposure Redaction helps reduce the risk of exposing information to exploitation by those looking to harm. With the increasing prevalence of digital media, organizations need to use redaction to safeguard sensitive material. Removes Identifying Information Redaction can help prevent cyberattacks by removing identifying information from documents and emails before sending them. This process ensures hackers won’t be able to access confidential information if they intercept the material. Redaction: The Future of Ransomware Prevention Organizations should take steps to train employees on the importance of redaction and how to use it. As we have seen, redaction is as close as we can get to a fool-proof ransomware prevention strategy. lg...Expand

By Alisa Fetic The breach of Optus' customer database is the latest data breach story to rock the news. The data breach exposed the personal information of hundreds of thousands of customers, including their names, dates of birth, and phone numbers. As a result, Optus began notifying customers who may have been affected by the breach. On their website, they posted a statement stating that it is collaborating with the Australian Cyber Security Center to reduce any threats to customers. Optus also reported the "strange activities" to the Australian Federal Police, and an investigation was launched to determine who has been accessing the data and for what reason. The company assured its customers that it would provide updates as they become available. They also advised them not to use passports for online identification until the matter is resolved. Optus also notified its customers to be alert for any fraudulent activity they detected. Furthermore, they should secure their online accounts using two-factor authentication and unique, complicated passwords. But how could this data breach have been prevented? How Optus Could Prevent Data Security Breaches Redaction Redaction is a way to hide sensitive information from the public view. It is commonly used in the legal and financial industries to protect confidential information that criminals or competitors may use. Redaction is also used to release information about a client, such as names and addresses, to prevent cyber criminals from learning more about them. The process can be done manually by hand-writing over the original document or electronically by using computer software like Objective Redact or CaseGuard. More Ways Optus Could Prevent Data Security Breaches Install Firewall Software A firewall protects from hackers by blocking unauthorized attempts to access or modify network data or control systems. It also prevents intruders from using your computer as an entry point into the network or accessing sensitive files on it. There are two types of firewall software: hardware-based and software-based. Hardware-based firewalls include routers and switches that protect the entire network by restricting all traffic passing through it. Software-based firewalls run on a single computer and can be set up at home or in business premises to separate work and private networks. Encrypt All Customer Data Encryption is a process that transforms plain text into cipher text. This transformation prevents someone from viewing or accessing your data without the proper key needed to decrypt it. In this way, if a hacker were to break into your system and steal passwords, they would not be able to access any other information in the system because all their passwords would be encrypted with that one key. Encrypting client information helps prevent hackers from gaining access to them while being transmitted between servers and users in a network. Limit Employee Access to Crucial Company Data To do this, businesses can implement policies limiting how much access each employee has to critical company data. These policies may include: A password policy : Allowing employees to log in with a password rather than using their name and social security number (or other personally identifiable information) as their username will help ensure that no unauthorized person can access your system. Wrap-Up On Optus's Data Breach Data breaches can have a devastating effect on affected companies, not to mention their customers. In reality, they are one of the biggest threats to the corporate world, yet many companies lack a sufficient defense against them. All it takes is one mistake to let a hacker in, and they can wreak havoc on your data. Companies should take caution by using measures like redaction to ensure their client's data is safe. lg...Expand