The General Data Protection Regulation & The Duty to use Encryption
The General Data Protection Regulation, abbreviated to GDPR, raised a storm when it arrived. In reality, it merely tightened up on existing good practice according to digital security specialists Gemalto. The right to withhold consent and to be forgotten has always been there, for example. However, the GDPR brings a free enforcement service for consumers, thus avoiding the need for third party, paid assistance.
The GDPR Bottom Lines for Data Security
Moreover, the GDPR has penalties it can apply, of the order that might have a judge choking on his wig. Under it, data security measures such as pseudonymisation (substitution of identifying fields) and encryption (encoding including password protection) have become mandatory. Businesses must further respect their client data by:
a) Storing it in a secure environment supported by robust services and systems
b) Having proven measures to restore availability and access after a breach
c) Being able to prove frequent effectiveness testing of these measures.
The General Data Protection Regulation places an onus on businesses to report any data breaches. This places us in a difficult situation. We must either face at least a wrist slap upon reporting failures. Alternatively, pay a fine of up to ?10 million, or 2% of total worldwide annual turnover.
The Engineered Weak Link in the System
Our greatest threat of breach is probably when the data leaves our secure environment, and travels across cyberspace to an employee, stakeholder, collaborator, or the client themselves. Since email became open to attack, businesses and individuals have turned to sharing platforms like Dropbox, Google Drive, Skydrive, and so on. While these do allow an additional layer of password protection, none of these has proved foolproof. The GDPR may still fine us heavily, whether or not we are to blame for the actual breach.
How Hacking is Approaching Being a Science
We may make a mistake we may regret, if we do not take hacking seriously. The 10 worst data hacks Identity Force lists are proof positive that spending lots of money does not guarantee security (any more than having the biggest stock of nuclear weapons). We have to be smart, and start thinking the way that hackers do.
Hacker heaven is finding an Experian or a Dun & Bradstreet that may have shielded 143 million, and 33 million consumer records respectively, behind a single, flimsy cyber-security door. Ignorance is no excuse for them. They should simply have known better. They should have rendered consumer data unreadable at individual record level. The hackers could have found this too demanding to unpick, and have looked elsewhere.
How Data Encryption Can Help Prevent Hackers Succeeding
Encrypting data is dashboard driven, and businesses need not concern themselves about it works. There are, however, a few basic decisions they must take:
a) Purge the database of all information held without explicit permission
b) Challenge the need for the remaining data and purge the nice-to-haves
c) Adopt a policy of encrypting access at business and customer interfaces
d) Register with three freemium encryption services that seem acceptable
e) After experimenting, sign up for a premium service and be prepared to pay
Factors to Consider When Reaching a Decision Life Hacker?suggests the following criteria although the list is a one-size-fits-all
a) Is the system fast, simple, and easy to operate
b) Can you encrypt hidden volumes within volumes
c) Can you mass-encrypt a batch of files easily
d) Do all other files remain encrypted when you open one
e) Do files automatically re-encrypt when you close them
f) How confident are you with the vendor, on a scale of 1 to 10
It may be wise to encrypt all the files on your system, and not just your customer data. We are always open to a hack by the competition after our strategic planning. If we leave the decision up to IT, then IT, being human may take the easy way out, and encrypt as little as possible.
FieldElite, our mobile workforce management software, has been key to several industries? return on investment. Whether it’s for plumbing, electrical, property management, cleaning, and maintenance, FieldElite has provided data centralisation for efficient management of these business activities.
Field service management software is important to utilise current workload, and also helps resolve future issues. We’re talking about a proactive approach to preventative maintenance.
How exactly do field service managements help in preventative maintenance?
The answer lies in how field service management is interlinked with IoT in predicting future jobs for the mobile service industry.
What is IoT?
Simply put, the Internet of Things (IoT) is a network of devices and sensors connected to the internet. These ?things? (e.g. your smartphone or smartwatch) enable data to be sent and be received without human intervention.
Fundamentally, IoT is about devices being connected to the internet to allow remote monitoring.
For many years now, remote monitoring for IT infrastructure has been widely used.
What’s new that we’re experiencing right now is even the smallest devices ? individual light bulbs and sensors ? can have a network and internet connection, allowing entire systems to be monitored in great detail.
Implementing IoT and accessing data can be challenging for most service organisations. However, when combined with predictive analytics and field management software, it can have a huge potential impact on individual businesses and the service industry as a whole.
What is Preventative Maintenance?
Preventive maintenance refers to regular, routine maintenance to help keep equipment up and running, preventing any unplanned downtime and expensive costs from unanticipated equipment failure.
The goal of preventative maintenance is to decrease the likelihood of a machine or an equipment’s failure by performing regular maintenance.
Preventative management can be very complex, especially for companies with a fleet of equipment or customers. It requires careful planning and scheduling of maintenance on equipment before there is an actual problem.
Also, preventive maintenance is evolving. It’s not just about scheduling the same work every month to prevent failure anymore. Today, working smarter with better information about equipment conditions is critical to ensure maintenance is effective.
That’s where IoT and field service management software, like FieldElite, comes in. Together, they organise and carry out preventive maintenance needs for service industries.
How IoT and FieldElite Helps in Preventative Maintenance
With FieldElite and IoT technology, you get the best in preventive maintenance management.
Evaluation of equipment or machines ? the condition of machines or equipment is evaluated in order to predict when maintenance needs to be performed.
Automated work order ? automated time-based work order creation
Full condition-based plans allows you to do the following:
Right-size your maintenance work
Lower costs
Extend the life of your or customer?s assets
Quicker reporting ? due to its efficient and automated nature, IoT and field service management software can reduce a field technician?s average report time from two weeks to two days, therefore boosting your cash flow!
That’s the most important result a mobile service management software can produce (in connection with preventative maintenance). It’s cost-saving! This can be achieved over routine or time-based preventive maintenance, as tasks are only performed when they are needed.
The Internet of Things (IoT) and field service management software is changing field service as we know it.
Companies who adapt and utilise these technologies will benefit the most from the resulting competitive advantage of preventative maintenance.
Start elevating every field service experience now!
Our field service software, FieldElite helps you:
Accepts jobs in the field
Automate appointment scheduling
Manage scheduled jobs
Get real-time visibility into all operations
Have a clear and easy viewing of job locations
Resolve field service calls faster
Enable mobile workers to get the job done right
Keep customers updated at every step
Create quotations and accept payments
Analyse efficient reports from field technicians
Helps in proper preventative maintenance management.
A mobile workforce management software is key to managing an efficient field workforce.? Managing a staff of people can be tricky in any industry. Try keeping track of employees on shifting jobsites, many whom are paid hourly or temporary workers. The added pressure of ensuring the right workers get to the right sites at the right times, but they also need to track hours, parts used, vehicles and equipment assets.
In a previous post, we defined what is an operational review and why they play a key process in the continual evolution of successful businesses.?
Operational reviews allow the organization members to evaluate their performance, according to the procedures, resources properly, timescales and budgets.
In this post, we’ll take a closer look at how to implement an operational review and the steps typically undertaken to help you and your organisation to implement an operational review.
What the steps in a Operational Review Process
There are typically six steps in an operational review that range from preparatory work conducting interviews and collecting documents to the presentation of the final written report.
An audit should be customized to meet a organisatons specific needs, so standard steps can and should only serve as a guideline.? Management and internal and external auditors should adjust the process to address the company’s particular goals and objectives.
Initial Management Meeting
Understanding the problem is the first crucial step of an operational review. This is one of major areas of discussions when the audit team meets with the management, and department heads will be asked to identify any specific areas of concern. Once the problem is identified, it would be easier to come up with workable solutions.
Conduct Interviews
The next step in the evaluation is carried out with experienced teams doing interviews and keeping close observation. Each team essentially watches how employees carry out their responsibilities. This is considered a key part of the process.
When doing the interview, it is also vital that the observing team gains the employees? trust and confidence. Likewise, the staff must be assured that whatever transpires between the team and the employee will be kept confidential. Management must therefore guarantee anonymity to anyone who offers critical information, lest employees withhold vital information and render the data gathered inaccurate.
Systems Review
Employees and management practices will be reviewed by the assessing team according to the standard policies and guidelines of the company. The effectiveness of the controls in place as well as their appropriateness to the current operating conditions will also be evaluated.
Reporting
A documentation of the data gathered and the assessment of the evaluating team, will be submitted to the management after the review process. Flow charts and written narratives of departmental activities are usually part of this report. This is also where observations and recommendations of the team will be presented to the department heads concerned.
Review Results
While the operational review is being conducted, it is important to take into account the vital factors that affect the company: the people, processes, procedures, and strategies. These four factors can determine the company?s progress in the future.
Key Areas of focus in operation reviews
At a minimum an operational review should include the following key ares of assessment
Management Control
Responsibilities, authority, and the scope in which an employee has the freedom to act must be clearly defined and documented. A complete and specific job description for instance, would give the employee a clear perspective on how he acts and functions within the company.
Boundaries should be set not only to benefit the employer but more so the employee as well.
Moral and Ethical Guidelines
Moral and ethical guidelines are just as important to ensure for a smoother employer?employee relationship. Otherwise, personal issues such as work ethics, work attitude and personal values may post problems in the long run if such guidelines are not drawn properly before relationships are established.
Processes and procedures
Evaluating processes is only beneficial if the company itself updates its processes and procedural manuals regularly, or at least when needed. Such protocols may need revision and some steps may be obsolete already. Improving a company?s processes and procedures doesn’t always entail cost. In fact, improvised procedures may even be cost-effective and could make the processes more manageable.
Communication and reporting standards
Gaps in communication could result in serious lapses in internal controls, putting the company and/or its assets at risk. This is where the importance of timely and clear communication comes in. Likewise, reports must be useful, and the flow of information and how it is processed must keep pace with the company?s growth.
Information technology (IT) and security controls can also be included under the communication clause. Proper IT security policies must be in place, state-of-the-art protection techniques employed, and everything be documented, periodically updated, and continually monitored.
Strategic planning and tactics
No company can ever be complete without its strategies. It would unwise for any organization to proceed without first knowing where it stands and what direction it wants to take. Strategic planning draws such a map. It must be aligned to the mission and vision of the company, and should also coincide with the organizational goals set. Strategic planning deals with these three key questions:
What do we do now
Whom do we do it for?
How can we overcome competition
Without clear strategic direction, expectations would likely differ between ownership and management.
Contingency planning, testing and recovery
Contingency plans must be up-to-date, and are essential to the organization. If one course of action fails, the company should have plan B, C and so on. In addition, an organization should be prepared to respond to interference’s.
This includes establishing a formal process to review transactions processing during both disruption and recovery.
Presentation of Report
Based on your objectives and our findings, we will develop detailed recommendations to improve your company?s performance and productivity. Our written report will include a list of both short-term and long-term projected improvements and courses of action, to be mutually agreed upon by both parties.
To ensure the achievement of the improvements we outlined, our team will also assist in the implementation of these modifications.
The plan has three levels of recommendations: one for executives, another for management, and a third one for staff.
The executive summary concentrates on your company?s strengths, weaknesses, opportunities and threats to its entirety. It includes recommendations for any needed changes in policy or governance.
The management plan is based on employee feedback and includes areas of immediate improvement as well as identification of potential problem areas. Concerns from the bottom level management can now be forwarded to the top level management in formal writing. Better working relationships may evolve from this, thereby setting the work environment for a higher productivity ratio.
Lastly, the staff report deals with topics like charting the hierarchy of the organization, and discussing in detail specific control objectives that are critical to the company?s mission. Part of our goal is to encourage personnel to pay close attentions to such changes, if any, as these efforts are essential if they want to bring about both organizational and personal success.
If you would like to further discuss how our operational review services can benefit your company, please feel free to contact us at your convenience to schedule an initial consultation. We?ll be more than happy to assist you.
Following in-depth discussion of the UK?s ESOS response, we decided to backtrack to the source, especially since every EU member is facing similar challenges. The core purpose of the directive is to place a pair of obligations on member states. These are
To promote the availability of energy audits among final customers in all sectors, and;
To ensure that enterprises that are not SMEs carry out energy audits at least every four years.
Given the ability for business to look twice at every piece of legislation it considers unproductive, the Brussels legislators took care to define what constitutes an enterprise larger than an SME.
Definition of a Large Undertaking
A large undertaking meets one or both of the following conditions:
It employs 250 or more people
Its annual turnover is more than ?50 million and its balance sheet total exceeds ?43 million
Rules for Energy Audits
If accredited / qualified in-house specialists are unavailable then independent experts should supervise audits. The talent shortage seems common to many EU businesses. In hindsight, the Union could have ramped up slower, especially since the first compliance date of 5 December 2015 does not leave much swing room.
ecoVaro doubts there was a viable alternative, given the urgent imperative to beat back the scourge of carbon that is threatening the viability of our planet. The legislators must have been of a similar mind when laying down the guidelines. Witness for example the requirement that penalties be ?effective, proportionate and dissuasive?.
In order to be compliant, an energy audit must
Be based on twelve months of verifiable data that is
over a continuous period beginning no more than 24 months before the beginning of the energy audit, and;
identifies energy saving opportunities including paths to their achievement
Analyse the participant’s energy consumption and energy efficiency
Have not been used as the basis for an energy audit in a previous compliance period
Measurement of current status and progress tracing are at the core of energy saving and good governance generally. EcoVaro has a powerhouse of software tools available on the cloud to help project teams save time and money.
