How do you prevent an essential file from depending on one person?
Efficiency question :
To prevent a critical file from depending on just one person, establish a strategy for backups, data protection, and business continuity.
Critical files must remain accessible to authorized people even when an employee is absent or leaves the organization. Their operation must also be documented so someone else can use and maintain them.
Key issues:
Some files contain confidential or strategic data that requires special protection. The company must safeguard confidentiality while ensuring availability and recovery in the event of an incident.
Challenges:
The main challenges are determining how many backup copies are needed, how frequently to create them, and how long to retain them.
Data sources, connections, automations, and technical dependencies of critical files must also be documented so the files can continue operating independently of their original developer.
Technology:
In Microsoft 365, critical files should be stored in SharePoint libraries rather than an employee’s personal OneDrive. Permissions can be assigned to Microsoft Entra ID groups, with at least two authorized people responsible for managing access.
Specialized backup solutions protect critical files and support their recovery. Cybersecurity firms can help companies develop a strategy tailored to their needs.
Developer's advice:
Working with a cybersecurity specialist provides guidance on data protection. Black IP, a company based in Terrebonne, is an option to consider when developing a backup strategy and strengthening information security.