Introduction
The issue of information security and privacy is very critical in every establishment. However, important information may be lost through natural disasters and other processes. This can lead to significant inefficiencies in an organization. For example, loss of patients’ health records can have adverse impacts on them. For instance, such information may provide important reference in future treatment. In fact, past health record of patients play a significant role in future treatment. Therefore, loss of such information not only leads to loss of records for the institution but it also affects the efficiency of future treatment. In other words, information security and privacy is of great importance in every organization. Some information such as patients’ health records should not be displayed for everybody to see. In other words, disclosure of such personal information should only be through the owner’s consent. Maximum privacy can only be realized through adoption of effective information security.
Security and Privacy Management Plan
In some cases, disasters may strike in an organization and destroy all the information kept in their offices. For instance, certain files may be destroyed by water, fire or even earthquakes. This may lead to loss of important information. It is therefore necessary to have effective information security and privacy measures. In this case, a strike by a hurricane leads to destruction and washing away of the patient’s files. This poses a great threat to both security and privacy of patient’s information. First, this information may be accessed by other people. This breaches the privacy of the patients. Secondly, this threatens the security of the patients’ records. For instance, patients will not be able to access the information contained in their destroyed files. However, such information may be vital for future treatment. Therefore, there is need for effective measures that can promise maximum security and privacy of information.
Security Plan
In the contemporary world, technology has developed significantly. These advancements have significantly improved information security and privacy albeit it has some privacy threats. In order to avoid loss of information to natural disasters like hurricanes, it will be advisable for every organization to consider electronic information storage. This will promise a potent information security and to some extent information privacy.
Information Recovery Plan
In every organization, a data recovery plan plays a pivotal role in ensuring maximum security of important data. In most cases, several companies find themselves in problems of losing some of the important data through various forms of disasters. It is advisable for every organization to have effective methods of recovering its lost information. The information systems management plays a pivotal role in ensuring data safety from all kinds of threats. This process helps an organization in securing some of its most important information from getting lost. In order to avoid the occurrence of similar consequences in the future, it will be advisable to have a technical recovery team that will facilitate information recovery process in case a disaster strikes. This will also involve installation of information systems. In the contemporary world, most organizations highly depend on computers for data storage. These are subjected to high risks like nature disasters, viruses, hard disk failure among others. This therefore calls for an elaborative disaster recovery plan. An effective disaster recovery plan involves a clear statement of the activities which should be conducted before, during, and after the strike of a disaster (Wold, 1997). In other words, failure in one of these processes can lead to the total failure of the entire process. Consequently, equal efforts should be invested in preparation in case of any disaster, during the disaster, and after the occurrence of the disaster.
Keeping Backups
One of the most effective ways through which an organization can maintain the security of its information is through backups. By keeping backups of the organization’s information, it becomes easier to retrieve the duplicate of such information incase one storage is destroyed or corrupted in any way. For instance, in case the hard copy files containing patient information is destroyed, then it will be easier to retrieve the duplicate of such information. One of the methods through which an organization can keep backups is through tape drives (Wood, not dated). Through this method, it becomes easier to prevent any loss of information from minor problems. However, this method of storing backups in disks does not give maximum security. This is because the disk can be lost, for instance, through theft or from a fire disaster. Therefore, it is always important for the company to keep off-site backups where important files can be backed up frequently. Keeping the backups in different places from the original data is very important since both can be lost incase a disaster strikes. For instance, in case a hurricane strikes and both the original and the backup information are stored together, then both will be lost to the disaster. In order to maximize the security level of the data, it is advisable to send the data to the backups as frequently as possible. This reduces the chances of losing any un-backed information.
In order to maintain an effective data recovery process, users from individual departments will be responsible for the data backups as required. This will facilitate the general process of backing up and recovering data. However, it will be necessary for individuals from respective departments to liaise with the information management staff for the information security to ensure that everything is going well.
Information Storage
There are several devices which can be used in the data storage. Some of the mostly used includes optical disks. The mostly commonly used are the CD and the DVD. Rather than keeping information in hard copies only, it is advisable to adopt the system of storing soft copies of important information in a CD or a DVD. In order to maximize the level of security, these optical discs should then be stored in a different place inside secured safes to avoid any damage. This method will be more secure rather than keeping information in files.
The organization can also use magnetic disc drives to maximize the security of its information. For instance, it may use removable disks to keep backups for its data. Once the drive is detached from the computer, then the stored data may be useful in case the information in the computer get lost (Backbone software, 2011).
External hard drives will also be useful to the organization in maintaining data security. These are drives which are located outside the computer rather than inside. Such a drive is important as it helps the company in securing its data from loss. For instance, through activities like computer formatting, important data may get lost. External drives will help in protecting information in such circumstances. It is easier to keep the external hard drives in safe places such that in case of any disaster, the information contained remains intact.
In most cases, the data storage devices are prone to dangers like water, fire, and other adverse environmental conditions. These conditions can lead to loss of the backup data. In order to overcome this problem, it is advisable to store such devices in fire and water proof safes. Fire safe and waterproof safes data storage chest protects these devices from these adverse weather conditions. Such safes will also be useful in storing the data back up information. In case of fire or any other disaster, the organization can still recover its information. Although the above processes are very important in disaster recovery, it is important to have effective preparedness in case of the data loss (Backbone software, 2011). In other words, it is necessary to have adequate preparation in case any disaster threatening information loss strikes. This exercise will significantly help in speeding up the process of data recovery.
In order for this plan to succeed, it is necessary to have a clear definition of individual responsibility; have a pivotal role in ensuring the security in the organization because it determines the efficiency of the recovery process. The management will coordinate all other departments to ensure that there is effective recovery process. In this case, the management team communicates with each department in the company in the recovery process. Here, the team managers responsible for the recovery plan are responsible for setting necessary policies and procedures involved in the recovery process.
In order to ensure that the security plan employed in a company is successful, it is necessary to have frequent reviews (Wold, 1997). Such an operation will help in examining the feasibility of the procedures used in backup processes. This process also helps the company in detection of the areas which requires modification to increase the level of data security. Any problem detected is rectified accordingly. However, it is important to invest all the necessary efforts necessary in the maintenance and development of the data recovery plan.
An organization can improve data’s security by formulating a good data protection policy (Schiff, 2009). A clear policy will significantly help in promoting the privacy of information. One way through which an organization can achieve this is by forming policies for obtaining, using, and keeping of critical information concerning the organization. An organization can significantly improve data security if it restricts who accesses the most sensitive information. Many companies apply data encryption for data in transit to avoid any intrusion (Spam Laws, 2009). Safe destruction of unwanted sensitive or outdated data can significantly improve organization’s data security. The company should have formulated rules in order to improve data security in the organization.
It is also necessary to note that information stored in hard copies may be exposed to high privacy threats, for instance, when the files containing patient’s information are washed away, the content may be easily accessed by other people. This threatens the privacy of such individuals in such cases. Therefore, adoption of electronic information significantly helps in improvement of privacy of such information. In fact, it is recommended to destroy the hard copies after having adequate electronic backups to avoid breaching of privacy.
By implementing this plan, the problem of information security and privacy will be overcome. Both the organization and the clients will be satisfied for the safety of such information. For example, in case the files get destroyed, patients’ information can easily be retrieved from the backups.
Staff Training
In order for the above proposed plan to be effective, the members of staff need to be trained on how to perform the recommended activities in order to maintain maximum information security and privacy. All the members of staff from all the departments must be trained on the basic aspects of information and data security. This will give them a chance to learn the most secure methods of information storage. They will also be informed on how frequent they need to keep backups.
It will be necessary to have a mandatory employee training programs in order to sensitize employees on the importance of the data security and privacy. This will include training the employees on how they are supposed to handle various situations. It will also involve sensitizing employees on certain issues and code of conduct. Employees should also be trained on the importance of having frequent backups of sensitive information in order to avoid any loss. The members of staff also need to be trained on how to apply various storage devices effectively.
Conclusion
This discussion has given an elaborative plan on how the organization can come up with a successful data recovery process in order to prevent loss of important information. It is highly recommended for this organization to adopt electronic information storage that promises a relatively higher level of security. It is also necessary to have an effective data backup system. Without intact information security and privacy, an organization can easily lose its reputation and integrity. It is therefore advisable for the company to adopt appropriate measures in order to enhance security in the organization. The discussion has clearly shown the company can solve the problem of the risks associated with the loss of important data through frequent backups.
Reference List
Backbone software, (2011). Developing a Disaster Recovery Procedure. Web.
Schiff, J. (2009). Five Ways to Improve Data Protection. Web.
Spam Laws, (2009). Web 2.0 Security Strategies. Web.
Wold, G. (1997). Disaster Recovery Planning Process. Web.
Wood, C. (n.d.). Portable Storage Mass Devices. Web.