American College Information Governance in Business Communication Discussion

American College of California

Question Description

I’m trying to learn for my Business class and I’m stuck. Can you help?

APA format is required for both in-line references and endnote references.

Full-text PDFs of all references are required. Lack of full-text PDFs will lose half of the credit for this post.

Chapter 12 – From the chapter reading, we learned that e-mail is a major area of focus for information governance (IG) efforts, and has become the most common business software application and the backbone of business communications today. In addition, the authors provided details to support their position by providing 2013 survey results from 2,400 corporate e-mail users from a global perspective. The results indicated that two-thirds of the respondents stated that e-mail was their favorite form of business communication which surpassed not only social media but also telephone and in-person contact.

Q1: With this detail in mind, briefly state why the e-Mail has become a critical component for IG implementation?

Create a new thread with 700 words, be clear and concise!

Textbook: https://b-ok.org/book/2363786/2f8186

I need atleast 2 references and also pdf attachments of the documents used as references, please use atleast 2 references and also refer to text book..and once you complete send me the pdf files of the references and also the cite the references in the discussion.

Textbook Link: Information Governance: Concepts, Strategies and Best Practices; 1st Edition; Robert F. Smallwood; Copyright © 2014 by John Wiley & Sons, Inc., Hoboken, New Jersey (ISBN 978-1-118-21830-3)

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Information Governance ITS 833 Dr. Ronald Menold ronald.menold@ucumberlands.edu Chapter 12 Information Governance for E-Mail and Instant Messaging ITS 833 Objectives ▪ Email – – – – Threats Retention Destruction Legal Issues ▪ Instant Messaging – Use – Policy Generation – Threats Alphabet Soup ▪ IG – Information Governance ▪ IT – Information Technology ▪ BYOD – Bring Your Own Device ▪ ISO – International Standards Organization ▪ HIPAA – Health Insurance Portability and Accountability Act ▪ SRO – Senior Records Official ▪ CIO – Chief Information Officer ▪ CCO – Chief Compliance Officer ▪ GARP – Generally Accepted Recordkeeping Principles® ▪ ARMA – Association of Records Managers and Administrators ▪ CEO – Chief Executive Officer ▪ CGOC – Compliance, Governance, and Oversight Council ▪ BOD – Board of Directors ▪ PII – Personally Identifiable Information ▪ EDRM - Electronic Discovery Reference Model Alphabet Soup ▪ IGRM - Information Governance Reference Model ▪ NARA – National Archives and Records Administration ▪ RIM – Records and Information Management ▪ DoD – Department of Defense ▪ ANSI – American National Standards Institute ▪ NIST – National Institute of Science and Technology ▪ ISO – International Standards Organization ▪ BSI – British Standards Institution ▪ ISMS – Information Security Management System ▪ IEC – International Electrotechnical Commission ▪ LHN – Legal Hold Notification ▪ FRCP – Federal Rules of Civil Procedure Alphabet Soup ▪ ESI – Electronically Stored Information ▪ IAM – Identify and Access Management ▪ RM – Records Management ▪ DLP – Data Loss Prevention ▪ ERM – Electronic Records Management ▪ IRM – Information Rights Management ▪ MDM – Master Data Management ▪ IM – Instant Messaging ▪ ILM - Information Lifecycle Management E-Mail ▪ Most common business software application ▪ Backbone of business communication ▪ Leading piece of evidence during e-discovery phase of lawsuits ▪ E-Mail almost exclusively used for sensitive business communications ▪ Two-thirds said they preferred email over social media, telephone, or in-person contact E-Mail Contents ▪ Most emails contain email records – – – – – – – – – – Financial spreadsheets Reports Product price lists Marketing plans Competitive analysis Safety data Recruitment Salary details Contract negotiations Other critical business records Threats Toward E-Mail Systems ▪ E-Mail systems can be – Hacked – Monitored – Compromised ▪ Damages from compromised e-mail systems – Far-reaching – Can be slow and steady lean of information ▪ E-Mail can also be a vector to entire system compromise Examples of E-Mail Compromise ▪ Hacktivist group AntiSec hacked defense contractor Booz Allen Hamilton – 90,000 email addresses and password compromised and posted online ▪ 2013 Booz Allen Hamilton employee Edward Snowden stole secret communication monitoring programs from the National Security Agency and released them to the public – Exposed programs capable of monitoring email commuincation Risky Employee Behavior Consequences ▪ 80 percent of employees send work emails to their personal accounts – 20 percent of employees do this regularly – This unduly exposes critical information to unnecessary risks ▪ Awareness of security risks of this behavior does NOT deter this behavior – 70% of people acknowledge the additional risk of sending email outside the corporate email environment – 50% of those same people do it anyway (Generation Gmail) ▪ half of all respondents not half of the 70% – Reasons include ▪ ▪ ▪ ▪ 71% to work remotely 21% too big for company mailbox 18% stealing documents when they leave the company 9% not wanting to carry a laptop home Information Governance Problems ▪ With corporate emails in personal email boxes in inaccessible places – IG policies cannot be followed – Discovery cannot be completed – Purged emails are no longer entirely purged ▪ 50% of people stated their company did not have an e-mail policy or they were unaware of whether or not they had an e-mail policy ▪ Existing company e-mail policies – 88% deal with email as a business tool – Only 30% deal with email retention as a security issue E-Mail Policies ▪ E-Mail polices cannot be too restrictive or they will just be circumvented ▪ Policy makers need to understand usage patterns before making rules – Policy drafts should be circulated for input – Initial policy should be generally acceptable – Policy should be tightened slowly for safer environment ▪ Policies should be technology-agnostic – Should not have to be re-written every time technology changes. E-Record Retention ▪ Primarily a legal issue especially for public companies and those in heavily regulated sectors ▪ Legal department needs to take the lead on policy development – – – – What will be preserved How it will be stored Where it will be stored When (if ever) it will be deleted ▪ Can be the most incriminating evidence in a court case ▪ Can also be exonerating and support the innocence of a person/company Preserving Integrity with Auto-Archiving ▪ Changing email contents or metadata can spoil the data and make it inadmissible in court. ▪ To prevent spoliation, email should be capture in real time both inbound and outbound. ▪ Needs to be indexed searching for discovery requests E-Mail Archiving ▪ Compliance, Legal, and Business reasons ▪ Complete email retention may force someone you sue to settle early when presented with indisputable evidence from email archives – This saves time and money in legal fees and extra money won in lawsuits. – May stop frivolous lawsuits ▪ E-mail archiving is not backup – Specialized e-mail archiving software is necessary – One-third of IT managers said they would have trouble producing email over one year old ▪ Personal archiving should be disabled – Discovery mandates that old archive tapes must be searched for otherwise purged emails if personal archiving is allowed E-Mails as Records ▪ Not all emails are records ▪ A record documents a transaction or business-related event – Historical value – Legal value ▪ Evidence of compliance or regulatory events ▪ Contracts Destructive Retention of E-Mail ▪ Policy where emails are automatically destroyed after a certain amount of days unless there are holds or they are marked as records ▪ Helps to purge emails which may be derogatory but not business records Instant Messaging (IM) ▪ First IM was via mainframes in the 1960s ▪ 1980s forward – AOL Instant Messenger – Yahoo! Messenger – MSN Messenger ▪ Enterprise IM systems – – – – IBM Lotus Sametime Microsoft Office (Lync/Skype) Cisco Unified Presensce Jabber XCP ▪ Financial Services – Bloomberg Messaging – Reuters Messaging Best Practices for Business IM ▪ Policies can help mitigate security risks ▪ Businesses should discover why IM is being used – Could point to a deficiency in other tools/technology – Survey is a good place to start (anonymous) ▪ Successful IM policy – – – – – Clearly state IM objectives Define privacy expectations (or lack thereof) Detail acceptable use Detail content restriction (e.g. live file transfer) Define consequences for policy violiations Monitoring IM and Making IM Safer ▪ 80% of IM comes from free online services – Least secure ▪ Traffic monitoring must include blocking capability – No confidential or sensitive information should be discussed over IM ▪ Don’t automatically ban IM, first see why it is being used ▪ Beware of file attachments – Vector of intrusion – Vector of exfiltration ▪ Keep screennames simple (do not use “ITAdministrator”) ▪ Only communicate with known persons who are inside company ▪ Don’t put “away” messages up stating where you are – Vector for social engineering at coffee shop ▪ Conduct policy review annually Chapter 12 Information Governance for E-Mail and Instant Messaging ITS 833 ...
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Final Answer



Information Governance in Business Communication

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Communication is an integral part of every business organization. Consequently, choosing
appropriate business communication channels can determine the success of an organization in
terms of information sharing (RODNEY, 2017). Many organization prefer e-mail as the most
effective channel of communication and information sharing. As a result, over the years, E-mail
has become the pillar of all type of business communication. E-mails are vulnerable to information
leakage and theft, since they can be hacked and compromised, thus causing severe destruction to
a victimized organization such as exposing sensitive information to the public. Since E-mail is the
most suitable channel for communication by almost all organizations, it is one of the Information
Governance area of focus. It is possible to minimize the risks related to the use of e-mails through
enforcing polic...

Brianah (5901)
Carnegie Mellon University

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