Protecting Confidential Organizational Information
Within many organizations, most confidential data is stored in an Enterprise Resource Planning (ERP) system such as Salesforce, Workday, or SAP. Since these systems have strong technical and security controls built in, executives may have a false sense of security, trusting that their digital assets, confidential data, and intellectual property are fully protected. From a technical perspective, this might be true: ERPs generally follow information security standards and best practices to safeguard assets.
The Dangers of Exporting Data from ERPs
On a daily basis, staff members can inadvertently put confidential data at risk. Weak information governance combined with informal workarounds means that data may leave the controlled environment of the ERP system and become more vulnerable to loss or exposure. Issues often arise due to gaps in policies, processes, and organizational discipline rather than flaws in technology.
- Sensitive data such as social security numbers, credit card information, account numbers, and financial transactions may be well-protected within an ERP, but once exported to a spreadsheet or similar format, it becomes significantly more vulnerable.
- Common insecure storage methods include saving files on unencrypted laptops or mobile devices, emailing files to others, uploading them to personal cloud storage accounts, or leaving them on widely accessible shared drives.
- Staff may do this out of convenience or good intentions, but these files rarely get deleted once they are no longer needed, leaving information exposed and at risk.
Trouble occurs because of weaknesses in policies, procedures, and processes—not because of flawed technology.
The Role of DLP Inventories
Conducting a Data Loss Prevention (DLP) inventory is a critical step in ensuring that organizational data—regardless of where it resides—is properly protected. The DLP inventory process produces a report identifying:
- The types of confidential data held within the organization
- The authoritative source and owner of each record type
- The storage locations (files, systems, cloud services) where such data exists
This inventory helps shine a necessary light on where confidential data is accessible, pinpointing areas of risk. Frequent and regular DLP inventories help organizations identify weak information security practices. Yet, carrying out an inventory is only the beginning; taking meaningful follow-up action based on the findings is essential. Many organizations generate DLP findings but fail to address or remediate the vulnerabilities identified, letting the reports simply sit untouched.
DLP Inventories: Automation vs. the Human Touch
DLP inventories can be executed using automated tools, manual review, or ideally a combination of both. Automated scanning tools accelerate the process and facilitate more regular reviews, delegating repetitive tasks to technology. Still, automated reports require human review to interpret results, weed out false positives, and refine the methodology.
Lack of strong information governance plus staff workarounds results in vulnerable confidential information.
Proactive Data Loss Prevention
A data loss prevention inventory is the first step toward comprehensive data protection. The resulting insights empower organizations to improve information governance, strengthen processes, and reduce risk. To be effective, organizations must not only discover where vulnerabilities exist, but must also follow up with decisive action—closing gaps and instituting sustainable practices.
FireOak Strategies helps mission-driven organizations achieve operational clarity and safeguard critical information assets through the right blend of technology and human insight. By bringing a mission-aligned approach to knowledge management, technology strategy, and AI readiness, we enable organizations to reduce risk and create lasting, meaningful improvements in how data is managed and protected.
About FireOak Strategies, LLC
FireOak is a boutique consulting firm specializing in solving information-related challenges for mission-driven organizations. Our expertise spans knowledge management, technology strategy, AI integration, operational clarity, and fractional CIO leadership. We partner with nonprofits, international organizations, and purpose-driven teams to ensure that technology and information management are aligned with organizational mission and impact. FireOak was founded in 2010.
