Data tracking visibility is a crucial aspect of data governance and security. It allows users to monitor the lifecycle of their files, including creation, modification, access, and transfer events. In the example shown, there is a dedicated area for “File Activity” that lists recent actions taken on documents, such as moving, modifying metadata, or creating a new document, along with timestamps and the identity of the individual who performed the action.
This transparency serves several important purposes:
Audit Trail: It offers a comprehensive audit trail, essential for regulatory compliance and for maintaining records of data handling.
Security Oversight: By keeping track of who accessed or modified a file and when, it helps in detecting unauthorized access or changes, thereby bolstering security.
Collaboration Efficiency: In collaborative environments, it enables team members to see the most recent actions taken on a document, which can aid in coordination and prevent redundant efforts.
Version Control: It assists in version control by providing a history of modifications, ensuring that users are always working on the latest version of a document.
Accountability: By attributing actions to specific individuals, it ensures accountability within teams and organizations.
GDPR
For GDPR, which emphasizes data privacy and user rights, having a detailed audit trail of data interactions is essential. It enables organizations to:
Monitor Data Processing: Track and document processing activities, which is a requirement under GDPR.
Data Access and Rectification: Quickly identify who accessed or modified personal data, helping address the right to access and the right to rectification.
Security Measures: Demonstrate the implementation of appropriate security measures by logging access and changes to data.
Breach Notification: Assist in breach detection and subsequent notification procedures by providing timely records.
SOC (2)
For SOC, particularly SOC 2 which deals with the management of customer data based on five “trust service principles” — security, availability, processing integrity, confidentiality, and privacy, data tracking visibility is crucial as it:
Security: Enhances security measures by providing logs that can be analyzed for potential unauthorized access or anomalies.
Availability: Ensures data is accessible as needed, with logs reflecting the history of data access.
Processing Integrity: Shows a clear record of all actions taken on data, ensuring processing is valid, timely, complete, and authorized.
Confidentiality and Privacy: Records all instances of data access, modification, and deletion, which is vital for maintaining confidentiality and privacy.
By maintaining detailed records of data interactions, organizations can respond more effectively to audits, provide evidence for compliance, and improve their overall data governance strategy.
Overall, data tracking visibility empowers users to maintain control over their data, ensure the integrity of their information, and enhances the collaborative process by providing a clear and accountable record of file interactions.
