Evolution of Smartphone Records Management
Later versions of the iPhone included FaceTime software, larger storage solutions (up to 64 GB), creation of a 4-inch screen and a slimmer product. Third-party applications permitted seamless access to document sharing and signing. This can help improve employee productivity and flexibility, but it also creates risks. While technological advancements generate new opportunities, they also require updated policies from enterprises. From information governance to retention and deletion of data, the constant evolution of smartphones requires that organizations stay in the know.
What It Means for Records Management
The Bring Your Own Device (BYOD) trend is not going anywhere. According to the Harvard Business Review, the number of organizations allowing or tolerating BYOD increased to 90% in 2014 versus 80% only one year earlier. For organizations, the growing use of new technologies presents a number of risks involving eDiscovery, storage and retention. In order to combat these risks, enterprises need to build records management decisions into the planning process for the use of new technology. The policy should be transparent and defensible.
When it comes to mobile data, enterprises should consider the convenience of mobile use and extend that to their archiving system. Establishing an active archive allows employees to access stored information quickly across all of their devices. Not only does this allow for a simple retrieval process, it also gives employees the opportunity to restore data quickly in the event that their mobile devices crash. In the future, enterprises can migrate that data into a long-term archiving solution, such as offsite tape vaulting.
There's no denying that ever-evolving technology has added another layer of complexity to smartphone records management practices. It's important for organizations to remember to be proactive and establish clear policies.
In this BYOD era, mobile device management is rapidly becoming an important part of data protection. These tips can help your company keep both business and employees' personal information adequately secured.
INFORMATION SECURITY RISKS
As smartphone use becomes more widespread in enterprises, certain information-security risks need to be addressed. Where are your employees accessing their information? Do you have policies in place to ensure their devices are secure?
Frequently, smartphones are full of documents, spreadsheets and contacts to offer more flexibility for employees, but all the data they're carrying can be accessed or destroyed on a moment's notice. Deploying a cloud backup and disaster recovery solution ensures that this data is protected and secure.
It's also important to ensure your employees are aware of potential threats. From malware to mobile phishing, attackers become more sophisticated by the day.
Employees need to be mindful of suspicious activity to protect their personal data and the security of their organization. Smartphone technology has certainly changed since 2007 and the advancements will only continue. Enterprises need to stay informed in order to best protect their valuable information.