THE PROBLEM
Your client management system is only part of the picture.
Support workers and managers share client details in whatever way is quickest: a text, a forwarded email, a quick message. Each of those is a copy of client information sitting outside the system meant to protect it.
Protecting client information means looking after those channels too, not only the client management system.
CLIENT INFORMATION LEAKS INTO
INSIDER RISK MANAGEMENT
Two everyday examples, and how to fix them
Most leaks aren't malicious. They're well-meaning staff using the tools in their pocket.
EXAMPLE 1
SMS to a manager
A support worker texts a client's details to their manager. Those details now sit on two personal phones, outside your control.
THE FIX
Use a managed instant messaging tool such as Microsoft Teams on staff phones, controlled through Mobile Device Management (MDM). MDM lets you:
EXAMPLE 2
Email from a personal account
A worker sends client images and a report from their personal email account. Company information has left the business, and you can't get it back.
THE FIX
Give staff a managed work email account, or use Data Loss Prevention software to stop company information leaving through personal accounts.
Learn more about device management and cyber security.
BUSINESS PROCESS AUTOMATION
Example: automated leave approval.
Built with Microsoft Flow and Forms, a leave request moves from staff member to manager to register without anyone chasing paperwork.
01 · REQUEST
A staff member submits a leave request through a form on the intranet.
02 · NOTIFY
The request goes to their manager in Teams and Outlook.
03 · DECIDE
The manager approves or denies it with one click.
04 · RECORD
The outcome is saved to a request register.
The same approach can extend to most of your business processes.
DOCUMENT MANAGEMENT
Example: a company intranet in SharePoint
One central place for documents, with control over who sees what and a record of every access.
Deep permissions
Central document storage with permissions you can apply at a very detailed level.
Access from any device
Workers reach what they need from their own devices.
Audit logs
Track every time information is accessed.
Document revisions
Earlier versions are kept, so changes can be reviewed or rolled back.
Collaborative editing
Several people can work on the same document.
Secure sharing
Share with third parties by secure link or password, with an expiry on the share.
See how we set up Microsoft 365 for small organisations.
Find out where your client information really goes.
Talk to us about how your team works today, and we'll map out the steps to protect it.