Understanding the keys to data governance

Understanding the keys to data governance

Andrew Martin at Egnyte explains the four key facts about data governance that every Managed Service Provider should know

Responding to customer questions about data governance is a major part of the job for every managed service provider (MSP), particularly around topics such as privacy and data security. As such, understanding the intricacies of automation, content management systems and more is essential.

Implementing and maintaining strong data security is no longer an optional extra but an absolute necessity, often backed up by stringent geographical or sector-driven laws and regulations. Despite this, many clients still don’t fully understand the importance of it, or the ramifications of getting it wrong.

Keeping fully up to date on data governance encourages high standards and better compliance while enabling Managed Service Providers (MSPs) to answer the inevitable security questions that customers will ask.

This article details four key data governance facts that can help MSPs prepare robust answers to tricky questions, as well as inform their own thinking and security strategies.

1. Automation improves data governance accuracy

Data governance is all about checking for security, compliance, data location and more. However, because data and regulations can change so quickly, MSPs are better suited to invest in resources, tools and solutions that help automate data governance.

Automation helps catch issues the moment they arise because software is simply more efficient than employees are at monitoring everything in a database and knowing all the rules in play at any given time, which can regularly number in the thousands.

Automating simple tasks like monitoring and updating security notifications is a great way to improve data governance accuracy, as well as free up security professionals to work on more complex activities.

2. Routine compliance auditing helps eradicate issues quickly 

Data audits can be used to assess whether a company is properly complying with all the rules and regulations that apply to its data. Typically, businesses only do them sporadically, maybe a couple of times a year at most, but this really isn’t often enough.

The earlier problems are identified, the faster they can be rectified, saving significant time and money down the line. As such, audits should ideally be done on a monthly or even weekly basis.

In order to conduct audits effectively, MSPs need to know exactly what type of data their clients have and the rules and regulations that apply to it. While annual audits can and will catch errors, such infrequency means by the time they’re caught they could be many months old, potentially exposing the businesses to major reputational or financial damage. A more frequent cadence of auditing significantly reduces this risk.

3. Multi-tenant CMSs can streamline governance

Multi-tenant content management systems can streamline the governance of multiple sites. Multi-site management offers numerous advantages for data governance because it greatly simplifies management processes. Multiple sites sharing one dashboard enables brands to grow beyond the confines of one project, one language, one country.

In a single-tenant relationship, each site has its own database and dashboard, meaning the data is inaccessible to other sites, even those within one brand. In a multi-tenant relationship, each site pulls from the same shared database and has the same dashboard. This can be invaluable for eCommerce brands with multiple sites using the same inventory database.

For MSPs looking to sell multi-tenant systems to their clients, not only does it simplify operations, it is also cheaper. This is because one big plan always costs less than numerous smaller plans.

It also keeps content safer because there’s only one databank to keep track of and all sites can be managed through the same portal.

4. Migration to the cloud improves access management

Every year, more and more data is being moved to the cloud because it allows employees to access it from anywhere – something that’s been particularly crucial during the seismic shift to remote working over the last 18 months. However, the cloud presents its own data security challenges, namely making sure that only those with the rights to access sensitive information can do so.

A solid cloud strategy is critical here. Organisations should choose a tailored and specific platform that keeps their data needs and privacy concerns in mind, for example, an AI-power option that can track downloads, letting MSPs know immediately if one IP address is downloading a high number of files at once. And they should consider tools that facilitate the streamlining of data transfer to that platform.

In the rapidly changing business IT landscape, effective data governance is becoming more and more critical to long-term success. For MSPs, staying up to date on key trends not only helps keep existing clients’ data secure, it also provides great talking points for new business prospects, which can sometimes give them the confidence they need when making their final purchase decisions. So never stop learning.


Andrew Martin is Senior Sales and Marketing Director EMEA and Managing Director UK at Egnyte. Egnyte’s Public Cloud Connector manages the shift to popular cloud services like AWS and Microsoft Azure by streamlining the transfer of data with real-time file synchronisation.

Main image courtesy of iStockPhoto.com

Copyright Lyonsdown Limited 2021

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