The document emphasizes the importance of document management and security in today's digital environment, highlighting key risks such as theft, lack of control over data location, and unencrypted files. It advocates for cloud-based solutions that enhance security measures, including two-factor authentication, automated backups, and encryption to mitigate privacy risks and data breaches. The presentation also stresses the need for individuals to manage access and tracking to ensure compliance with Australian privacy principles.

1. Document Management
And Security
Copyright Oper8 Pty Ltd 17/06/2014 Presented by : Tony Riley
Oper8 Cloud and Managed Services
“It takes many good deeds
to build a good reputation,
and only one bad one to
lose IT.”
- Benjamin Franklin

2. Document Management
PHYSICAL SECURITY OF SERVERS, LAPTOPS and DEVICES
• Theft and loss constitute a huge security risk
• Data or equipment theft can stop your business in its tracks
• Cloud based storage reduces this risk to almost zero
Copyright Oper8 Pty Ltd 17/06/2014 Presented by : Tony Riley
Oper8 Cloud and Managed Services
PERMISSION SYSTEMS ARE TYPICALLY COMPLICATED
• Complication leads to errors
• Security needs need to be communicated to IT staff
• A system which allowed the individual to completely control
access would reduce this risk

3. Document Management
Copyright Oper8 Pty Ltd 17/06/2014 Presented by : Tony Riley
Oper8 Cloud and Managed Services
KNOW WHERE YOUR FILES ARE
• Cloud services typically give you no control over
where your files are stored
• Caching within cloud services can further
confuse the issue
• You could be inadvertently breaking Australian Privacy
Principles by moving your data offshore without
notifying your clients
• A cloud service which lets you control the location
of your files would reduce this risk to zero

4. Document Management
• The fact that a file has been accessed is
important in itself and leaking of this information
Copyright Oper8 Pty Ltd 17/06/2014 Presented by : Tony Riley
Oper8 Cloud and Managed Services
TRACKING ACCESS TO FILES IS IMPORTANT
• Metadata is valuable (information about
your Data)
ONSITE BACKUPS ARE INSECURE AND CREATE PRIVACY RISKS
• Backups are typically carried around a lot
• Rely on Human intervention
• Easily lost or damaged
• A cloud based automated backup service
would reduce this risk to zero
is a privacy risk
• A cloud based service which treats metadata as valuable would
reduce this risk

5. Document Management
Copyright Oper8 Pty Ltd 17/06/2014 Presented by : Tony Riley
Oper8 Cloud and Managed Services
NETWORK PROTECTION IS NO LONGER RELEVANT
• There is a shift to Identity Based Access
• Two-factor authentication is becoming more common
• A cloud service which offers two-factor authentication reduces
the risk of improper access
“DO NOT TRACK” matters
• Cloud/Web services typically track everything
• This leads to the retention of unnecessary
information – breaks Australian Privacy Principles
• A service which allows you to control tracking would reduce
this risk

6. Document Management
Copyright Oper8 Pty Ltd 17/06/2014 Presented by : Tony Riley
Oper8 Cloud and Managed Services
ENCRYPTION IS IMPORTANT
• Local servers and laptops are typically not encrypted
• Having your files unencrypted makes it easy for hackers
• A cloud based service which looks after encryption reduces this
risk
HEARTBLEED
• Was a real problem (CloudFlare was hijacked
within 3 hours of the challenge)
• We have no idea (and probably never will
know) what information leaked because of it
• A service that was not affected by Heartbleed
type issues would be a good choice

7. Document Management
Copyright Oper8 Pty Ltd 17/06/2014 Presented by : Tony Riley
Oper8 Cloud and Managed Services
EMAIL IS INSECURE
• Businesses still send confidential content via email
• Email servers can be accessed by administrators and IT support
• A service which allows the secure transfer of documents would
remove this risk
Contact : Tony Riley triley@oper8.com.au