Embrace your security policy to thrive

Firms tend to build defenses against external security breaches, but internal threats warrant the same attention, says Manuel Sanchez, information security and compliance specialist at iManage.

Protecting an organisation’s data and intellectual assets from inside threats is something that’s not often talked about — until things go very wrong. External breaches are usually the headline makers, but internal security risks deserve just as much attention. According to a 2022 report by the Ponemon Institute , insider threats increased by a staggering 44% in 2022 (1) and 74% of organisations say they are moderately vulnerable or worse to insider threats, as shown by a 2023 report by Cyber Security Insiders.

A security policy outlines an organisation’s rules and procedures to maintain a secure working environment and shouldn’t be something to be used to reprimand employees, but something that offers stability to your workplace and provides the blueprint for the growth of your organisation.

A robust security policy not only covers your internal team, but also any business partners with network access, covering all bases and allowing your team to forward in any situation with confidence.

How to set a security policy

A comprehensive security policy is typically comprised of two parts: technical and organisational. The technical aspect includes critical elements such as network diagrams, segmentation details, router and access point locations and documentation that shows which personnel have which levels of access and administrative privileges. An incident response plan is also a crucial inclusion.

On the other hand, the organisational part of the policy sets rules and guidelines for employee access and usage of information, data and intellectual property owned by the firm or its clients. Topics such as acceptable use of IT infrastructure, access control, handling sensitive data, email protocols and social media usage are addressed to ensure a secure working environment.

For a security policy to be effective, it must be applicable to everyone within the organisation, from leadership and partners to associates and administrative staff. Clearly defining consequences or penalties for any inappropriate use of IT and knowledge assets, whether intentional or inadvertent, strengthens the policy’s impact. To achieve widespread adherence, the policy must be reinforced through periodic training and ongoing communication.

Finding a balance

Finding the right balance between security and accessibility is crucial, especially for professional service providers like law firms. A harmonious integration of these two factors is fundamental to enhancing knowledge work and achieving success.

When considering information barriers to maintain confidentiality of client information, applications like iManage Security Policy Manager can play a pivotal role in enforcing effective knowledge and intellectual property safeguards, while facilitating appropriate accessibility for relevant stakeholders. Though primarily designed for law firms and corporate legal departments, the ability to set need-to-know access at scale across various repositories can benefit organisations in various industries.

Efficient and secure cross-business knowledge sharing is vital for breaking down silos and promoting collaboration across your organisation, ultimately leading to better business outcomes. For law firms, security must encompass the entire legal document lifecycle, from creation to management, legal hold, records retention and disposition.

Make security part of the workflow

To ensure smooth adoption of security measures, it is crucial to make security unobtrusive and transparent. Enabling technologies to provide secure access to data from any device provides ease of use while staying compliant with rapidly evolving regulatory changes.

In today’s dynamic landscape, modern organisations require systems that offer both high security and granular access controls, allowing flexibility without compromising data protection. By regularly revisiting and strengthening your security policy, you can safeguard your organisation’s valuable knowledge and sensitive data while fostering a secure and collaborative working environment. Protect your knowledge and secure your vision for a safer and more successful future.