When Taking Data Outside the Office Is Unavoidable

In regards to security management, employees should not take data and computers outside the office. But when it is absolutely unavoidable for telecommuting or outside work, the important points are "prior application" and "appropriate follow-ups." The below workflow is modeled after a paper-based "permission to take out data" form, and automatically records who took out what computer or USB memory, when, for what reasons, etc.

* We'll talk more about the discussion of carrying data outside the office in the era of Cloud computing tomorrow.


Tasks: 1. Apply for Authorization to Transport Data, 2. Approve Authorization, 3. Handle Rejection, 4. Report Action

[Permission to Transport Data <Confirm Follow-up>: "2. Approve Authorization" screen]

Once this workflow is actually operated, there will probably be many applications during busy times, such as end-of-term and natural disasters. You will want to consider the best workflow application that is useful during busy periods; for example, an application that allows employees to reuse past data. (Of course, we recommend Questetra BPM Suite.)

Now, when using a USB memory it is imperative to obligate deletion or returning of data after the work is completed. The below workflow will be useful if you want to have a third-party conduct follow-up checks.


Tasks: 1. Apply for Authorization to Transport Data, 2. Approve Authorization, 3. Handle Rejection, 4. Report Action, 5. Confirm Follow-up

• Permission to Transport Data
• Permission to Transport Data <Confirm Follow-up>