Internal communication tools hosted on the cloud are the anchor-point of an organization's collaboration, deciding the majority of outcomes. As the switch from on-site data to cloud storage began, those that knew how to survive this newness capitalized on this strategy and moved ahead. Data became the new oil, but it also brought on big challenges. The need to keep this information safe and secure paved the way for data compliance.
Modern workplaces need modern solutions
We have gone way past the traditional workplace setup of a fixed location and fixed hours with most organizations opting for a hybrid work model. Modern workspaces now need a modern solution to bring their employees together in their hybrid work style.
Team communication tools on the market are the best bet to keep communication and collaboration strong, facilitating connection across the globe, irrespective of time differences. This shift from a traditional work set up to hosting their communication on the cloud has provided flexibility at work and elevated employee productivity. But it also poses a major challenge with respect to compliance.
These communication tools carry vital data and information. So it is imperative for them to be secure, mitigate risks, safeguard employee information and data, and adhere to several laws and regulations based on the area of operation. A truly compliant internal communication tool will help you navigate the ropes of audit-readiness efficiently and help you stay on top of your game.
What does it mean to be audit-ready?
Audit-readiness is the state of being fully prepared to retain and retrieve data in their original and untampered format for compliance procedures. All chats, files, and information exchanged in the communication tool are recorded, retained, and retrieved when auditors conduct due diligence of the tool. This comes in handy when compliance is involved, especially with respect to international regulatory standards like, HIPAA, ISO, GDPR, and the like.
Leveraging technology and tools for compliance
Since communication involves vital data, there’s a pressing need to keep it secure, untampered, and accessible for audit procedures. Some of the common challenges faced with respect to auditing communication tools are not having proper data retention policies, absence of audit trails for easy traction of activities, improper regulations in the organization for exchange of data (especially with prospects outside the organization), no definitive roles and permissions in the organization to enforce role-based restrictions, and absence of documentation or guidelines for utilizing the communication tools properly. Although these are some challenges that most organizations face while auditing their communication tools, they can be overcome by adopting proper technology and implementing them to the advantage of the organization.
The first step is understanding the necessity of these tools to simplify the auditing process. The next lies in migrating to a communication software that comes with built-in auditing tools that would help streamline the procedure and save time.
Zoho Cliq, as a business communication software, is equipped with everything a business would need to support their auditing procedure. As a one-stop collaboration solution, Zoho Cliq helps you establish organization policies to ensure how data is being handled by employees. You can create password policies, enable restrictions based on IP addresses, implement mobile device management, and configure role-based access permissions to ensure confidential information remains secure and is only handled by the intended users.
Cliq also has built-in eDiscovery and data retention policies that help regulate how information is being shared by employees and handled in the organization. Audit logs in Cliq also give a complete trail of the activities performed by the organization users and help identify any issues if they were to occur. If there is a need to export chats, or usage reports in the organization for audit purposes, you can do so with Zoho Cliq. All these tools are available as part of the Enterprise plan in Zoho Cliq and don’t have to be purchased as an add-on, making your entire auditing experience seamless.
Organizational best practices for audit readiness
In addition to adopting a business communication software that comes with built-in audit tools, some standardized practices have to be recorded and implemented across the organization to ensure audit readiness.
Instead of doing manual work, implement automation for retention and routine cleanup of messages and files.
Revisit organization policies, roles, permissions, and other restrictions that are set up in the organization.
Draft a clear documentation of the dos and don’ts with respect to compliance in the organization, and train and evaluate employees regularly with the help of a learning module.
Conduct internal audits specific to every team in your organization every quarter and record them to revisit later.
Maintain a checklist of everything that has been done and review this checklist every time a new change is implemented in the procedure or a new regulation has been passed.
Always opt for a tool that is compliant with HIPAA, GDPR, ISO, and other important standard regulations.
These are just some of the tips you can follow to ensure audit-readiness in your organization. Best practices, coupled with the best tools would help any organization tread the audit path effectively and come out on top without any hassle.
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