50 VIEWPOINT Navigating security and compliance obstacles SAMPPA LAHTINEN: M-FILES M-Files’ knowledge work automation platform offers a solution to the high-stakes challenge of maintaining security and compliance Today’s digital landscape means that navigating your organisation to a destination of top-level security and compliance can often feel like being trapped in a maze. One wrong turn can lead to crippling fines, loss of reputation and business closure. However, there is a way out – implementing a knowledge work automation platform that can not only enforce compliance and significantly reduce business risk but also automate compliance and data processes for superior productivity and data accuracy. Organisations face several challenges in maintaining security and compliance. Data leaks and non-compliance are major issues. Many organisations struggle with enforcing data retention rules and ensuring that only the right people have access to sensitive information. Inefficient compliance tools create huge workloads without guaranteeing results, and poor document control leads to inefficiencies and bottlenecks. Compliance often doesn't keep pace with the speed of business, resulting in unnecessary workloads and stressed employees. Organisations struggle with data leaks and non-compliance due to unauthorised access to sensitive information, poor control over document duplicates and versions, and lack of adherence to procedures. Without a systematic approach to record retention and disposal, they face regulatory breaches, data security risks and operational inefficiencies. These issues can lead to data breaches, regulatory fines and reputational damage. Furthermore, the use of unmanaged AI tools such as ChatGPT has increased significantly in corporate environments. Using unmanaged AI tools can lead to several potential consequences, including data breaches due to inadequate security measures, loss of confidential information as free external AI services may not enforce strict privacy policies, and compliance issues from utilising unapproved AI tools that result in non-compliance with industry regulations. All of this can severely damage your company’s reputation. M-Files addresses these challenges with a flexible approach to managing access and permissions, ensuring only authorised personnel access sensitive data and reducing data leak risks. It provides complete control over document versions, publishing and distribution, preventing unauthorised changes and duplication. Additionally, M-Files enforces compliance controls, ensuring employees follow procedures and records are retained and disposed of per regulations. This comprehensive approach enhances data security, ensures regulatory compliance and improves operational efficiency. A common mistake in many organisations is employees accidentally emailing the wrong “M-Files Aino is a natural language assistant that enhances security and compliance by providing easy access to information”
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