Tips for safe and secure knowledge management in a digital age

The Challenge
Business information and business critical knowledge increasingly exists in a digital first, and in many cases, digital only, environment. The benefit of this approach is that information can be quickly and easily shared throughout an organisation.

There are some challenges with this approach though:

How do businesses safely store knowledge?

How do businesses ensure that knowledge is secure?

How do businesses prevent unauthorised access to knowledge?

I’m going to explain how Calls9 Knowledge Plus helps businesses achieve these goals whilst saving time and money.

Safe Knowledge Management
The essence of safe knowledge management is that the information being stored is backed-up correctly to enable the quick restoration of information to prevent data loss.

All of the information stored within our knowledge management databases is replicated in real-time across two physically separate locations. This level of redundancy makes our systems highly available and guarantees the best possible experience for our customers. Every night our systems automatically backup the information stored in our databases and store these backups for 30 days. This gives us the ability to do a point-in-time restore during that 30 day window as standard.

In addition to our knowledge management databases our customers can upload many types of files including images, videos and documents. We store these files in a specialised file system approaching 100% availability as standard.

Using our powerful knowledge management database with our specialised file storage system we are helping businesses manage their knowledge safely. Our cloud systems take care of all the maintenance and backup procedures so our customers can focus on running their businesses.

Secure Knowledge Management
Historically businesses have been responsible for securing any knowledge they store on their own internal systems. This is a highly complex and time-consuming process. Non-technical companies can find themselves requiring significant internal resource to secure their knowledge effectively. Our systems are secure by default.

We use sophisticated tools to ensure that only our systems can access our knowledge management databases. We operate strong password policies and encrypt all communication between our systems and our customers’ data. We also store files such as documents in separate file stores with different access credentials for each customer.

Our cloud systems use advanced security and encryption capabilities. Calls9 Knowledge Plus leverages these capabilities to provide a cost-effective method for storing and securing business knowledge.

Preventing unauthorised access
Our approach is to use corporate email as a trusted environment through which key functions such as login and password reset are managed.

When dealing with a business the first thing we do is establish which are the safe email domains we can trust. Companies have at least one trusted domain, with larger companies sometimes having multiple. By using this existing secure channel we can quickly and effectively deploy our system into an organisation with little to no input required from their IT team.

Inside the system itself it is possible to configure per-user access rights. This means that even authorised and logged in users only see the content they are supposed to.

Summary
In summary, our top tips for making sure your knowledge is stored safely and securely are:

· Use systems that have automatic backup capability built in

· Use systems that encrypt data and have strong password policies

· Use systems that include per-user access rights to control access to content

You can find out more about how our software helps businesses achieve these goals on our website.

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