How do you securely store and manage communication data?

Communication data is any information that you collect, store, or use for your corporate communications purposes, such as email, chat, social media, surveys, reports, or analytics. It can help you understand your audience, measure your performance, and improve your strategies. However, communication data also poses risks to your privacy, security, and compliance, especially if it contains sensitive or personal information. How do you securely store and manage communication data? Here are some best practices to follow.

1 Choose the right tools

You need reliable and secure tools to store and manage your communication data, such as cloud services, databases, encryption software, or backup systems. Make sure you research the features, benefits, and drawbacks of each option before you decide. Look for tools that offer high levels of security, privacy, and compliance, such as encryption, authentication, access control, audit trails, or data retention policies. Avoid tools that have weak or outdated security measures, such as unencrypted data, shared passwords, or lack of updates.

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Arturo Mauricio-Gonzalez

Client Relationship Manager + PR & Marketing Communications + Interpersonal Communication +
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Nothing is completely secure. If they want IN, they'll get IN. 1. The best thing you can do is to unplug your data storage facility from the internet. 2. Plus, restrict access to your data only to those individuals who really need it. 3. Don't put your trust on any "cloud" environment.

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2 Follow the data lifecycle

You need to follow the data lifecycle to manage your communication data effectively and securely. The data lifecycle consists of six stages: create, store, use, share, archive, and delete. At each stage, you need to apply appropriate security measures, such as encrypting, password-protecting, or anonymizing your data. You also need to comply with relevant laws and regulations, such as GDPR, HIPAA, or PCI-DSS, depending on the type and location of your data. You also need to document your data lifecycle processes and policies for accountability and transparency.

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3 Train your staff

You need to train your staff on how to store and manage communication data securely and responsibly. Your staff should be aware of the risks and consequences of data breaches, misuse, or loss. They should also know how to follow your data lifecycle policies and procedures, such as how to create, store, use, share, archive, and delete communication data. You should also provide them with regular updates, feedback, and support on data security and management issues. You should also monitor and evaluate their performance and compliance.

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Alina Kuznetsova

Strategic Communications in Energy sector / MBA / Rare with Google Leadership Academy Graduate / Fluent in Chinese, English and Russian
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Training is one thing, but engaging and giving the agency is equally important. You should bring your colleagues on board by explaining clearly and openly why we pay so much attention to data storage and accelerating "what's in it for them ." Be open to hearing your colleague's feedback and ideas on improving data management. You will increase staff engagement and operational efficiency by ensuring your colleagues that their ideas and actions matter and that the company's reputation depends on them.

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4 Conduct regular audits

You need to conduct regular audits to assess and improve your communication data storage and management practices. Audits can help you identify and address any gaps, weaknesses, or errors in your data security and management systems, tools, or processes. They can also help you measure and report on your data quality, accuracy, relevance, and value. You should conduct audits at least once a year, or more frequently if you have significant changes in your data sources, tools, or regulations. You should also involve external experts or stakeholders in your audits for objectivity and credibility.

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5 Implement continuous improvement

You need to implement continuous improvement to keep your communication data storage and management practices up to date and effective. Continuous improvement means that you constantly monitor, review, and adjust your data security and management systems, tools, or processes based on your audit results, feedback, or changes in your environment. You should also seek and adopt best practices, innovations, or standards in data security and management from your industry, peers, or experts. You should also communicate and celebrate your achievements and challenges with your staff and stakeholders.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you securely store and manage communication data?

1

2

3

4

5

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1 Choose the right tools

2 Follow the data lifecycle

3 Train your staff

4 Conduct regular audits

5 Implement continuous improvement

6 Here’s what else to consider

Corporate Communications

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How do you securely store and manage communication data?

1

2

3

4

5

6

1 Choose the right tools

2 Follow the data lifecycle

3 Train your staff

4 Conduct regular audits

5 Implement continuous improvement

6 Here’s what else to consider

Corporate Communications

Rate this article

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