How to Turn Data Privacy into Success
Consumers are demanding stronger privacy protections for their data. In the current digitalization of the world around us, it is a big concern that private information is being taken advantage of. You are not alone in wanting your information secure. Above all, organizations must be prepared to protect individuals’ personal and confidential data.
Setting the Stage
In a recent Forbes article, the estimated amount of damages from a cyber security breach will exceed $6 trillion. Unfortunately, half of the attacks are towards small businesses. Why would hackers target small businesses when they likely have less data then larger ones?
Protecting your Data
It can be said that small businesses often lack the resources and in-house expertise needed to implement a security plan. It is important to regularly reassess, regardless of where your company’s security strategy stands. For example, ask yourself how it stacks up against the constantly changing cyber security environment and take the extra time to create precautions.
In the future, this will make your business structure more at ease and ready for any potential break-ins. Read below how to get those precautions in order.
Why should you use versioning?
Version control helps you keep your SharePoint document library clean and organized, especially compared to the chaos of folders on your desktop or shared drives. Instead of having dozens of versions of the same document with increasingly ridiculous file names (like “PolicyManual_updated_bobs-edits_new-format_final_FINAL_really-final-this-time”), you will always know what the most recent version is, while also retaining access to the history of the document.
Collaboration made simple
Gone are the days of lengthy email threads to share updates to documents. With SharePoint, your documents are stored in one central location in a document library, and you can easily collaborate on these documents. Your coworkers will all be able to see the changes you’ve made, and there is no confusion over which version of the document is the most up-to-date.
Ensure auditability and legal protection Enabling versioning in SharePoint may help you meet your organization’s legal or audit requirements. Versioning helps you create an audit trail, as it makes the history of documents transparent and traceable. You can track when changes were made and who made them.
Configuring
In SharePoint Online, versioning is already enabled by default for document libraries. If you want to add versioning to lists, or if you are not on SharePoint Online, you will need to manually enable versioning. In any case, there are several additional settings that you will want to configure to meet your organization’s unique needs.
1) Choose the type of versioning.
2) Define the number of versions.
3) Require content approval, if needed.
4) Configure user permission.
Final thoughts
As a document management platform, SharePoint has extremely robust features like versioning and check-in/check-out, helping you transform the way you work. However, we have found that many SharePoint users aren’t aware of the extent of these features or how to customize them the way they want. We hope this guide to versioning gives you a better idea of how to set up your document libraries for success.