Data protection & data security
Minimise the risks in your information management processes
Information management and workforce must work in harmony to ensure data security and compliance
Data security and compliance are paramount for all businesses. However, to meet these key objectives when managing content within an organisation, two factors must work in harmony: An information management system that provides a safe framework and a workforce that uses the system correctly. Necessary precautions start with having a storage location that is compliant with GDPR and that, for example, includes active security measures such as encrypted storage and backup procedures for disaster recovery. Yet even the most secure and compliant system will prove ineffective if it fails to take into account the demands of employees’ actual work lives. Konica Minolta provides businesses information management solutions in which data protection, compliance and cybersecurity are fundamental components.
Information management is still a work in progress for many companies
The digitalisation is still a long way from being complete in many businesses. For a lot of companies, particularly SMEs, content management processes are a mixture of paper-based and digital processes. Whether invoices, contracts or employee information – a huge volume of office work is still very much shaped by working on paper. The fault lines between the digital- and paper-based parts of a process are a source of errors and inefficiencies.
Information management system that provides a safe framework
„No information management approach can be planned independently of data security and data protection – and vice versa.”
Through intelligent information management, businesses can start to meet their obligations – irrespective of the hybrid nature of many businesses’ content management environment. For example, paper-based processes can make the timely deletion of data harder to ensure, but digital solutions can help to automate the governance process.
A holistic information management approach requires protection of every data flow including data generation, processing and storage, with continuous encryption used at every stage. So, critical threats to business such as corporate espionage or data theft can fend off.
With regards to Article 32 of GDPR, sensitive information in areas like HR and customer data requires very high levels of protection in terms of storage, access and processing. The consequences of non-compliance can not only involve punitive fines but also have a disastrous impact on a company’s reputation and business value.
Workforce that uses the system correctly
Technology is evolving to take on data security challenges, but any truly effective solution is as much about the human dimension, too.
As data security measures become increasingly powerful, hackers are more often targeting the weak links that remain – employees. This is why social engineering methods are a growing threat. People’s helpfulness is still one of the easiest ways to gain the necessary information. As a result, any effective data protection and data security strategy must factor employees and their behaviour into the equation.
Also, whether for convenience or simply to achieve things that aren’t possible using approved services, employees seek out workarounds and utilise unsecure processes such as unsafe file sharing methods or circulating Excel sheets that contain sensitive customer data.
Konica Minolta’s approach: Information management systems secure by design
Konica Minolta’s product and service offerings in the field of secure data and information management include collaboration, optimised contract management, invoice processing and a smart document/ information search function. Among all solutions, we adopt the principal of data protection by design and by default, ensuring the data is always stored and backed up in a way that complies with applicable legal requirements.
We give you the ability to stay ahead of the unique and rigorous legislative environment. As a European company, our data centres are located in Germany and Sweden, with new centres being established in other countries such as Denmark, for example. This ensures data stays within Europe and is not subject to legislation from other countries such as the US Patriot Act.
People’s helpfulness is still one of the easiest ways to gain the necessary information. Therefore, during a penetration test, our security consultants from Konica Minolta conduct communicated social engineering attacks to pinpoint the possibilities, while raising awareness among employees.
Discover more about our information management services:
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Success story
A truly digital workplace IT solution that makes remote work seamless and secure, and it more efficient
With its 17 experienced and highly skilled employees, Sporrong & Eriksson Revisionsbyrå AB is an auditing firm based in Kalmar, Sweden. Deeply rooted in this southeastern region, the company is proud to provide its more than 600 small and medium-sized business customers with the highest level of professional auditing services – always combined with a personal, individual customer approach. Using the possibilities digitalisation provides in the service of their customers has been a key goal for Sporrong & Eriksson from early on, winning the firm the ‘Future Agency of the Year 2017’ award. Together with Konica Minolta, the company decided to take a new, bold step on the path towards becoming truly digital.
When business is personal, time is money, and security is paramount
Since its foundation in 2000, Sporrong & Eriksson has grown to become Kalmar’s leading accounting firm. It has achieved this by providing its customers with uncompromising professionalism in its work – and by setting itself apart from its competitors with a highly personal level of service. Being there for – and with – its customers is a key component of the company’s strategy for success. Hence, the firm’s employees spend a significant part of their work outside the office at their customers’ premises, or on the way to them. An IT enabling remote work is therefore not just ‘nice to have’ for Sporrong & Eriksson, but a vital factor for its business model.
For a business whose single product is its employees’ time, the IT solution enabling this has to work seamlessly and be absolutely reliable. At the same time, due to the sensitive and confidential nature of the data they process, this solution needs to ensure the highest levels of data security. Håkan Sporrong, one of the firm’s four owners, explains: “Both our own and our clients’ time is very valuable, so we needed a system that supported how we work. We needed to be agile but at the same time heavily protected.”
Setting up a care-free, reliable and secure IT infrastructure
Having been a dedicated and trusted long-term partner of Sporrong & Eriksson since 2011, Konica Minolta first provided a deep analysis and consultation for finding the best-suited solution to take this next step in its partner’s digitalisation process. The previous on-premises solution did not live up to Sporrong & Eriksson’s expectations anymore. They were looking for an IT system that is always up-to-date – from server to workstations – with the highest level of security and 24/7 reliability. At the same time, this solution should relieve internal resources as best as possible from any IT tasks. In the past, Sporrong & Eriksson staff had to manually perform back-ups after working hours. With regard to optimised work processes, when working from outside the office with customer data, Sporrong & Eriksson employees first needed to check out the relevant files from the local system and then afterwards check them back in again. This process made teamwork on these documents highly difficult and cumbersome, particularly from different locations. Last but not least, Sporrong & Eriksson was also looking for a partner to provide external help desk support and new workstation equipment.
To meet these requirements, Konica Minolta identified the implementation of its one-stop solution Remote Care Workplace Premium as the perfect fit. At the backend, the servers now run from Konica Minolta’s high-security data centre, ensuring maximum reliability and access from anywhere. Backups are now performed automatically and periodically, minimising the threat of any data loss and relieving the firm’s staff of this arduous, repetitive – and non-billable – task. Antivirus protection is also at the highest level and always up-to-date. New laptops were provided for the employees, with Konica Minolta ensuring that operating systems and applications always run with the latest versions. Furthermore, this package includes a 24/7 helpdesk with experienced Konica Minolta experts always ready to provide support and quickly resolve any issue that may arise. Ultimately, the goal was for Konica Minolta to take over the role of the firm’s external IT department.
Mastering a challenging environment and starting point
For Sporrong & Eriksson, it was absolutely crucial for its employees to be able to continue their work for their demanding customers without interruption despite the migration to the new system. In addition, as an auditing firm, the company works with a number of highly industry-specific applications. Konica Minolta had to ensure that they would integrate seamlessly into the new IT system and provide all the remote work capabilities required of them.
Konica Minolta’s experts’ high dedication, commitment and expertise were crucial for turning this project into a success. “The service people who ran the implementation were very professional and we felt that they were highly skilled. Whenever there were issues or problems, Konica Minolta handled them quickly and with great respect for the process,” Håkan Sporrong explains. He is highly satisfied with the result and Konica Minolta’s support: “Now, it doesn’t matter if we´re at our office, at home or at the clients. We have the same possibility to access all of the programs, files and applications that we need to do our job. We are very happy with the service that Konica Minolta delivers.”
Continuing together on the path to digital everyday work
Implementing Remote Care Workplace Premium has thereby helped Sporrong & Eriksson make a big leap forward in turning their bold vision for digitalising their business into reality. And it doesn’t stop here: future projects together with Konica Minolta for achieving a truly paperless office and workflows with the customers, for example, are already underway.
Sporrong & Eriksson - A truly digital Workplace IT solution
Using the possibilities digitalisation provides in the service of their customers has been a key goal for Sporrong & Eriksson from early on, winning the firm the ‘Future Agency of the Year 2017’ award. Together with Konica Minolta, the company decided to take a new, bold step on the path towards becoming truly digital.
Advantages
- State-of-the-art IT infrastructure with data securely stored in Konica Minolta’s high security data centre
- One-stop IT solution and service with 24/7 support by Konica Minolta
- Seamless remote work and file access for employees independent of their location
Advantages
- State-of-the-art IT infrastructure with data securely stored in Konica Minolta’s high security data centre
- One-stop IT solution and service with 24/7 support by Konica Minolta
- Seamless remote work and file access for employees independent of their location
Challenge
- Establishment of a new IT infrastructure that meets the highest security and reliability requirements while enabling remote work with seamless access to a high number of dedicated, specialist auditing applications
- Unburdening the team of administrative IT tasks and increasing efficiency
Challenge
- Establishment of a new IT infrastructure that meets the highest security and reliability requirements while enabling remote work with seamless access to a high number of dedicated, specialist auditing applications
- Unburdening the team of administrative IT tasks and increasing efficiency
Solution
- Konica Minolta’s Remote Care Workplace Premium, including workstations, virtual server, antivirus protection and automated backups as well as a remote service desk
Solution
- Konica Minolta’s Remote Care Workplace Premium, including workstations, virtual server, antivirus protection and automated backups as well as a remote service desk
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Data Protection and Data Security E-Book
Data security and compliance are paramount for all businesses. However, to meet these key objectives when managing content within an organisation, two factors must work in harmony: an information management system that provides a safe framework and a workforce that actually uses the system correctly.
Sporrong & Eriksson - A truly digital Workplace IT solution
Using the possibilities digitalisation provides in the service of their customers has been a key goal for Sporrong & Eriksson from early on, winning the firm the ‘Future Agency of the Year 2017’ award. Together with Konica Minolta, the company decided to take a new, bold step on the path towards becoming truly digital.
„No information management approach can be planned independently of data security and data protection – and vice versa.”
Håkan Sporrong
Firm Owner, Sporrong & Eriksson Revisionsbyrå AB
We felt the need to make a digital transformation and for that Konica Minolta was, and is, the perfect partner. The solution they presented to us was exactly what we were looking for: a modern cuttingedge digital solution with a total focus on flexibility and security.
Håkan Sporrong
Firm Owner, Sporrong & Eriksson Revisionsbyrå AB