Welcome to our latest video tutorial, part of our series of videos aimed at making law simpler, faster, better and more affordable.
You can find all the materials we reference in this session on your Farillio account – including a very handy guide to help you get on top of your data.
For this series of videos, we’re joined by Dale Clutterbuck. Dale is an expert in data asset management and all things related to what goes in and out of our businesses, including everything that happens to that data in between.
Today we’re going to be walking you through every step of that process. How data comes in, what you do with it, where you may inadvertently be letting go of it and how you prevent that from happening.
This will be an important tutorial for anyone who needs to kickstart their legal compliance to data handling as we’ll be covering all the practical steps you need to take too.
How much data do we create?
As small business owners, we create, consume and share data constantly, often without even realising it.
It’s in our emails, group messages and software. We share it with our customers, suppliers and of course, our colleagues and we’re creating more and more of it all the time. So, if there isn’t a place or a process for all of your data to be stored, keeping track of it all can be really difficult.
This is never truer than when your business begins to grow. Data is very quickly stored all over the place and what once may have worked for an individual or a small team soon gets more and more difficult to manage as your team grows.
So, put plans and policies in place and use the right technology to make sure things work for your team. Not only will this help boost efficiency, allowing your team to access the right information when it’s needed, but it saves time, anxiety and hassle too.
And of course, should the worst happen, say something breaks or is lost, having the proper backups and storage solutions in place could be a lifesaver.
Commercial reasons for data protection
Recently, data protection rules have become an even more important area of focus, for businesses both big and small.
And it’s not just a question of meeting your legal requirements under data protection rules - although that it is still really important - there are also commercial reasons for being data-savvy.
In light of high-profile hacks and data breaches, consumers and businesses have become far more aware of the value of their data and the need to keep it secure. People want to know that their data is safe and for a business, your reputation and credibility can be at stake if you’re seen to mishandle it.
How to map data
We sat down to look at how small businesses could data map/ audit – using the free Trello tool.
Trello boards are a great way to oversee projects logically and in the case of data-auditing - get a handle on everything you’re creating as a company – by looking at the data you have and understanding how or where does it fit in context to your business.
Once you’ve completed this process of data classification, you should be in a much stronger position going forward as it helps map where things should be stored and who should have access.
By using Trello, you can also assign each channel to the person in your organisation who may be responsible.
On a day to day basis, your business will be creating a lot of data and it’s really easy to underestimate just how much. It’s not until you sit down and map it out that you can begin to move forward and see where you could be at risk, either from legal or a risk perspective.
While we recommend Trello, a spreadsheet can work just as well – it’s more important to get started – and to do the exercise properly.
And again, it’s worth reviewing this frequently over time - as your business grows and changes.
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