Compliance by default: enhancing security and compliance with information management

Information compliance has become an essential area of concern – one that businesses can no longer afford to ignore. As new regulations come into force, information management will be key in proving compliance.

New regulatory frameworks being introduced, such as the Network and Information Security 2 Directive (NIS2) in the EU, are demanding more of businesses. These measures will expand the scope of existing legislation, requiring more industries to demonstrate higher standards of compliance in an effort to address the persistent cybercrime threat.

However, maintaining compliance has become more complex than ever before. IT decision-makers (ITDMs) are struggling to balance securing an ever-growing amount of data with the challenges that accompany ongoing digital transformation. In 2023 alone, approximately €2.1 bn in fines were imposed in the EU due to violations of the General Data Protection Regulation (GDPR)¹.

Despite recognising the importance of this challenge, ITDMs are facing significant hurdles in meeting their new compliance obligations. Taking steps to improve management of information, and introducing higher levels of automation, can support compliance management by streamlining document and data handling and improving visibility.

The shift to hybrid working environments means more sensitive data finds its way across a wider array of devices. From in-office machines to employees accessing networks remotely, there are now far more points of potential breach than ever before. To meet this growing challenge, IT teams are having to work harder, with Canon research finding that 60% of ITDMs place security in their top three challenges².

Only with clear visibility can ITDMs identify and address gaps in their information security – that’s where information management is critical. Information management tools can increase control over documents and increase visibility over how data is handled. Reducing information security blind spots through effective information management will go a long way in boosting confidence.

Monitoring compliance is a time- and resource-heavy task. ITDMs juggling a variety of business-critical concerns while also keeping up with the pace of innovation can struggle to dedicate sufficient time to compliance management.

In fact, Canon’s research found that a fifth of ITDMs report that they don’t have the resources to manage compliance effectively³. This is preventing them from allocating time to strategic priorities and future planning that will set the business up to capitalise on new technologies.

By automating the compliance process, organisations can accelerate growth, bolster efficiency, and mitigate risk. That’s because automated solutions cut the time needed to monitor and manage how data is stored, accessed, and used, freeing up employees for tasks that drive business value.

Plus, by establishing a stronger and more trustworthy approach to information security and reducing human error, automated processes offer ITDMs peace of mind. This, alongside better visibility and control through information management, means ITDMs have far less to worry about to stay compliant.

While a surprising 78% of ITDMs believe their organisation is already mature in terms of information management processes⁴, Canon research found that only 53% have implemented automatic access rights⁵, the most basic form of automation for compliance. It’s a discrepancy which can leave organisations vulnerable – especially when the perception gap results in organisations feeling ‘protected’ before they really are.

Employee behaviour is a critical piece of this puzzle. Ensuring workers are handling data in line with compliance guidelines remains a challenge as some, knowingly or not, are failing to follow compliance procedures. 36% of ITDMs say they suspect or are aware that employees don’t always stick to compliance rules⁶.

However, automating compliance processes can promote a ‘compliance by default’ culture, mitigating human error and reducing the risk of accidental compliance breaches. By ensuring that information management solutions, processes, and systems have been designed with compliance already at their core, reducing the pressure on employees to safeguard compliance themselves.

In an increasingly digital world, more regulations are likely to emerge, governing how we manage and store data. When that time comes, those businesses that have already automated their compliance processes will be best placed to scale easily and thrive in the future.

By implementing a robust information management solution now, ITDMs can gain increased visibility of how data is used within their organisations, while ensuring that compliance is the default position.