We are witnessing an era of rapid digitization in organizations across sectors such as finance, education, healthcare, legal & justice, engineering and manufacturing. But with these advances in digital operations comes an increased risk of network breaches, data leaks, and digital security incidents.
Digital incident reports management is vital for dealing with security breaches and enabling rapid response mechanisms to minimize loss of information and business disruption in the event of a breach.
The SIEM process (security incident and event management) alerts and logs all security incidents that occur in a digital environment.
An incident report notifies users and system administrators of any abnormal event, process or action on a device, system or environment within the organization's IT infrastructure.
Digital incidents can be of various types:
- Violation of security policies or procedures
- Unauthorized access or attempts at unauthorized access
- Abusive use of an IT asset
- Suspicious usage patterns of a digital asset, network or system.
All such incidents must be systematically reported in an incident log file. This document must mention detailed information about the breach or violation and describe how it disrupted normal operations of the organization's IT systems or operational processes. In addition, it must also mention the precise times and time zone in which the incident was detected and how the relevant response team handled the situation.
Organizations must create standard operating procedures (SOP) to report digital incidents depending on their risks, challenges, team structures and locations.
- The incident reporting SOP must enable the efficient gathering of evidence related to the incident or breach.
- Ensure that all details about the incident are documented, and your incident response process is clearly outlined and communicated to employees to allow them to react to an incident quickly and effectively.
- In asset-intensive industries like transportation, oil & gas, manufacturing, engineering and construction, the SOP must cover the evaluation of asset-centric documentation. Ensure that drawings, layouts, HSE reports (and associated permits) and relevant supplier information are scanned and available in digital formats to expedite the process for an efficient incident resolution.
A well-defined and articulated strategy will ensure a quick recovery after a breach with minimal downtime of systems or networks.
Challenges in creating processes for digital incident reports
Let's look at some of the most common challenges organizations face in creating incident management procedures. This will help you resolve some of the issues before they become security concerns.
Challenge #1: Identify critical data assets that must be monitored
Do you have a documented list of digital assets in your organization that may be prone to security breaches or that must be protected in order to ensure business continuity? With rapidly changing technology stacks and expanding networks (not to mention an increasing number of connected devices used by WFH staff!), having updated documentation of IT assets and a centralized repository of access-controlled data is essential to defend and protect against potential cyber threats.
The solution: Deploy an enterprise content management system that serves as a repository of all business data and documents and integrates data from various sources and LoB systems.
Mercury, our industry-leading Enterprise Content Management system, creates a centralized, secure repository of data and documents, accessible in real-time with cloud-based storage.
Challenge #2: Controlling access to sensitive documents or PII
Apart from cyber threats from hackers or phishing attempts from outsiders, insider fraud, sabotage, or theft from within the organization is a prominent security concern for organizations that process and store sensitive data and PII.
The solution: Stringent access control is essential to protect PII. Mercury has robust data security features that meet SOC2 compliances. Switch to Mercury to establish compliant processes for controlled access to important documents and PII. Mercury helps your organization adhere to Information Governance best practices and secure your systems and data.
Challenge #3: No documented plans or policies
In many organizations, security plans and policies remain confined within high-level discussions with senior management and don't trickle down to the rank and file. In the absence of a clearly communicated plan of action in the event of security incidents, employees may be unprepared to register a rapid response to an incident or may even fail to report an incident or a near-miss incident.
The solution: Develop, maintain, distribute, and test an organization-wide communications plan that lists the SOP for digital incident reporting. Store the plan on a cloud-based content server that is accessible to all employees in real-time and is frequently updated with the latest documentation related to critical assets and their management.
Online incident report management solutions can help you overcome these challenges and be better prepared to deal with potential breaches.
5 benefits of digital incident reports management
Once you have established processes for online incident reporting, your organization will see key benefits:
Digital reporting produces high-quality log files
Using eForms and mobile-friendly interfaces to submit incident reports helps bring consistency and standardization to log files. With eForms, you can avoid unwanted information and include mandatory fields to ensure that important information is included in the report log file.
Collaborative document access and real-time sharing of information
A cloud-based content management system allows employees at different locations to create digital incident reports from anywhere, and administrators can access reports submitted by others in real-time.
Streamlined reporting enables crucial investigations into the incident
When you have rapid responses digitally submitted with timestamps, supporting evidence and photos or documents, you can better investigate the cause of the incident and identify ways to prevent further similar breaches.
Better tracking leads to more proactive and preventive measures
Consistent and accurate digital incident report files that are accessible in real-time make it possible to take proactive and preventive steps. This helps organizations mitigate the risks of similar incidents in the future, making the workplace safer for employees.
Increase accuracy and organizational intelligence
Accurate and consistent reporting improves the quality of corporate intelligence available for data-driven insights, enabling better decision-making.
DRS Imaging: Content management to streamline digital incident reports
Transform your business content, security workflows, and operational processes by leveraging our services and content management platform to support digital incident reports management across industry lines.
Contact our enterprise content management experts for a consultation on digital incident reports management.