Understanding Data Governance and Cyber Security

In the digital age, data is the lifeblood of any organisation, and the legal industry is no exception. With the increasing reliance on digital platforms, the importance of data governance and cyber security has never been more pronounced.

This blog post aims to demystify these concepts, delve into their history, and provide practical tips for lawyers and law firms to navigate this complex landscape. Whether you’re a seasoned legal professional or new to the field, understanding these aspects is crucial in today’s data-driven world.

What is Data Governance (and Why Does it Matter)?

Data governance entails the meticulous management and safeguarding of a company’s data resources. This involves a set of policies, procedures, and standards devised to ensure the quality, privacy, and security of data. Essentially, it provides control over your data, allowing you to know what data you possess, where it resides, and who has access to it.

Particularly for lawyers, the importance of data governance cannot be overstated. In our increasingly digitised world, data is a critical asset. For those in the legal field, this data may encompass sensitive client details, case specifics, and strategic plans. Effective data governance guarantees the accuracy, accessibility, and responsible usage of this information. It assists in adhering to legal and regulatory standards, mitigating risks, and improving decision-making processes.

What is Cyber Security (and Why Does it Matter)?

Contrastingly, cyber security refers to the defensive practices aimed at protecting systems, networks, and data from digital threats. Cyber threats often aim to infiltrate, alter, or destroy sensitive information, disrupt routine business operations, or misuse systems for harmful intentions.

Cyber security holds substantial importance, especially for law firms. Such firms frequently deal with sensitive information, making them enticing targets for cyber criminals. A successful cyber attack can lead to significant data breaches, financial loss, harm to the firm’s reputation, and possible legal repercussions. Hence, comprehension and application of robust cyber security measures are not merely advantageous—they are vital for the legal industry.

The History of Data Governance and Cyber Security

Data governance and cyber security have evolved significantly over the years, largely driven by technological advancements and the increasing complexity of cyber threats.

Data governance emerged in the late 20th century, as organisations began to recognise the value of their data. Initially, it was primarily about data quality and consistency. Businesses wanted to ensure that their data was accurate and reliable for decision-making purposes. As technology advanced and data volumes grew, the focus expanded to include data privacy and security, particularly with the advent of regulations like the EU’s General Data Protection Regulation (GDPR).

Cyber security, on the other hand, has its roots in the early days of computing. In the 1970s and 80s, it was mostly about securing physical computer systems and protecting against viruses. The rise of the internet in the 90s brought new challenges, including hacking and network intrusions. The threat landscape has since become more complex, with cyber criminals using sophisticated methods like ransomware and advanced persistent threats.

Over the years, data governance and cyber security have become increasingly intertwined. The rise of cloud computing, big data, and artificial intelligence has further complicated the landscape. Today, they are seen as two sides of the same coin, both crucial for protecting data assets and maintaining trust in the digital world.

In conclusion, the history of data governance and cyber security is a story of adaptation and evolution, driven by technological change and the ever-present need to protect valuable data assets. As we move forward, these fields will continue to evolve in response to new challenges and opportunities.

Cyber Security and Data Governance Terms to Know

Personal Data: This refers to any information relating to an identified or identifiable individual. It can include names, addresses, email addresses, and more sensitive data like health information.

Data Security: This is about protecting data from unauthorised access, alteration, or destruction. It’s a key aspect of GDPR (General Data Protection Regulation), which mandates stringent data protection requirements for organisations handling data.

Data Breach: A data breach occurs when there is an unauthorised access, disclosure, or loss of personal data. It can lead to individuals’ data being available to cyber criminals, potentially leading to identity theft or other forms of cybercrime.

Privacy Policy: A document that explains how an organisation collects, uses, and manages a user’s personal data. It’s a crucial element of data governance and a legal requirement under many privacy laws.

Data Governance: The overall management of the availability, usability, integrity, and security of data used in an enterprise. It’s a collection of practices and processes to ensure the formal management of data assets.

Cyber Security: The practice of protecting systems, networks, and programs from digital attacks. These attacks are usually aimed at accessing, changing, or destroying sensitive information, interrupting normal business processes, or extorting money from users.

Data Processing: Any operation performed on personal data, whether automated or not. This includes collection, recording, organisation, structuring, storage, adaptation, retrieval, consultation, use, disclosure, dissemination, alignment, combination, restriction, erasure, or destruction.

Cyberattack: A malicious and deliberate attempt by an individual or an organisation to breach the information system of another individual or organisation. The individual or entity behind the cyberattack is often referred to as a hacker or cyber criminal.

Data Retention: The policies that govern how long an organisation will keep certain types of data. The Privacy Act 1988 in Australia, for example, requires organisations to destroy or de-identify personal information once it’s no longer needed for a valid purpose.

Marketing & Advertising: The promotion of products or services. The Spam Act in Australia regulates commercial electronic messages, including marketing emails and SMS messages, and mandates that they must be sent with the recipient’s consent.

10 Essential Steps for Cyberattack Preparedness and Response

Minimising the risk of a cyberattack involves a proactive and reactive approach. Here’s a step-by-step guide on what to do before, during, and after a potential cyber threat.

Before a Cyberattack

1. Understand the Legislative and Regulatory Framework: Familiarise yourself with the laws and regulations that apply to your industry. This includes the Privacy Act, the Spam Act, and any sector-specific regulations. Compliance with these laws is a crucial part of cyber security.
2. Conduct a Cyber security Threat Assessment: Identify potential threats and vulnerabilities in your systems. This could include anything from weak passwords to outdated software. Regular assessments can help you stay ahead of new threats.
3. Identify Specific Cybersecurity Risks: Different organisations face different risks. Understand what types of cyberattacks are most likely to target your industry or business. This could include phishing attacks, ransomware, or data breaches.
4. Implement Protective Measures: Based on your threat assessment, implement measures to protect your systems. This could include updating software, strengthening passwords, and training staff on cyber security best practices.

During a Cyberattack

1. Identify the Breach: Use your cyber security systems to detect and identify the breach. The faster you can identify a breach, the better you can mitigate its impact.
2. Contain the Breach: Take steps to prevent the cyberattack from spreading. This could involve disconnecting affected systems or changing access credentials.
3. Document the Breach: Keep a record of what’s happening. This can help in the investigation and recovery process.

After a Cyberattack

1. Assess the Damage: Determine what data has been compromised and how the breach occurred. This can help you prevent future attacks.
2. Notify Relevant Parties: Depending on the nature of the breach and your legal obligations, you may need to notify affected individuals, regulatory bodies, or law enforcement.
3. Review and Update Your Cyber security Measures: Learn from the attack. Update your cyber security measures to prevent similar breaches in the future.

Remember, cyber security is an ongoing process. Regular assessments, updates, and training can help keep your systems secure and your data safe.

7 Crucial Cyber Security Measures for Safeguarding Advertising and Marketing Data

Navigating the world of advertising and marketing data governance can be complex. Here are some tips and reminders to help you stay on the right side of the law and best practices.

Understand the Online Safety Act 2021 (Cth)

This Australian law aims to improve online safety. It includes provisions related to cyberbullying, image-based abuse, and harmful online content. If you’re involved in online marketing, it’s crucial to understand and comply with this Act.

Comply with the Spam Act

The Spam Act regulates commercial electronic messages, including marketing emails and SMS messages. Always ensure you have the recipient’s consent before sending marketing messages.

Respect the Do Not Call Register

This is a secure database where individuals can register their Australian telephone number to opt out of receiving most unsolicited telemarketing calls and marketing faxes. Respect the preferences of those who have chosen to register.

Be Mindful of Search Marketing Practices

When using search engine optimisation (SEO) or pay-per-click (PPC) advertising, ensure your practices are ethical and in line with search engine guidelines. Misleading tactics can lead to penalties.

Understand Behavioural Advertising

This type of advertising involves targeting users based on their online behaviour. While it can be effective, it’s important to respect privacy laws and user consent.

Stay Updated on Emerging Cyber Security Technologies

The digital landscape is constantly evolving. Stay informed about new technologies and how they might impact data governance in marketing.

Prioritise Privacy in Digital and Online Marketing: Always respect the privacy of your audience. Be transparent about how you collect and use data, and give users a choice wherever possible.

Remember, data governance in advertising and marketing isn’t just about compliance. It’s also about building trust with your audience. By respecting laws and prioritising privacy, you can create more effective and ethical marketing campaigns.

In conclusion, data governance and cyber security are not just buzzwords; they are integral to the functioning of any modern legal practice. They help ensure the integrity, security, and effective use of valuable data assets while complying with legal and regulatory requirements.

By understanding these concepts and implementing best practices, law firms can not only protect themselves from cyber threats but also enhance their service delivery, build trust with clients, and ultimately gain a competitive edge. Remember, in the realm of data, knowledge is power, and protection is paramount. Stay informed, stay secure. Ensure you’re on the forefront of cyber security and data governance law with a free demo from Practical Law.