Data governance is managing and protecting data assets within an organization to ensure they remain secure, accurate, and compliant with regulations. 

It’s a framework that defines who has access to data, how it is stored, and how it is handled throughout its lifecycle to ensure data security. 

Implementing a robust data governance strategy can be challenging, but the cost of failing to do it correctly is high. Fixing poor data governance can consume up to 40 percent of IT budgets. 

WinZip Enterprise complements your existing data governance solutions to help you avoid these pitfalls from the start and instead get it right the first time around.  

With advanced tools that simplify the implementation of data governance, organizations can protect their valuable data while remaining compliant. 

Take the first step toward better data security and discover how WinZip Enterprise can support your organization’s data governance needs. 

The threat of human error 

Imagine a scenario where a team member accidentally shares an unencrypted file.  

This simple error could expose sensitive information, jeopardizing an organization’s reputation and finances.  

Situations like this are more common than you might think, as 74 percent of data breach incidents involve human error. 

Only 21-40 percent of sensitive data  in the cloud is encrypted, leaving a significant portion  vulnerable to attacks and accidental leaks.  

Data governance sets up processes to secure this data and addresses human error. 

Data governance as a tool to minimize data breaches 

43 percent of data breaches target sensitive, unprotected files.  

Organizations that don’t enforce effective data governance are at risk of exposing their data to breaches. 

With a data governance framework, organizations can control who access and monitor their data for unauthorized activity. 

This proactive approach minimizes exposure to vulnerabilities and reduces the chances of costly breaches. 

Stay compliant with data governance 

Compliance with data regulations is a big challenge for many organizations, and 58 percent of IT managers report finding it difficult to manage. 

As data volumes grow and regulations become more complex, meeting legal and industry requirements can quickly become overwhelming. 

Data governance provides a helping hand by implementing structured oversight and clear policies for handling data. 

With a data governance framework, staying compliant becomes a streamlined part of an organization’s operations. 

Establish a governance framework using the 4 pillars of data governance 

A robust data governance framework is based on a solid foundation.  

The four pillars of data governance are: 
 

• Data quality 

• Data stewardship 

• Data protection and compliance 

• Data management 

Here’s why companies are adopting data governance policies 

The data companies across sectors collect from different sources is rapidly increasing. 

At the same time, the regulatory requirements that organizations must follow constantly evolve.  

This ongoing change creates security, privacy, compliance, and data quality challenges. 

As a result, organizations rely more on data governance solutions to manage and govern all the data they collect.  

Of those organizations that already have a data governance framework in place, more than half of organizations identify improved data security and reduced compliance breaches. 

Data proliferation 

The amount of data generated and stored by organizations is growing quickly and is forecasted to double about every two years. 

This rapid growth makes it harder for organizations to manage and protect their data.  

Data governance helps by implementing clear rules and processes to organize and protect data while ensuring it is accurate and easy to access. 

With 68 percent of organizations acknowledging that unstructured data poses a significant risk, effective governance is no longer optional—it’s essential. 

Large proportion of dormant or inactive data 

Inactive data often accounts for up to 80 percent of an organization’s stored information. 

If such a large portion of an organization’s data is left unmanaged, it can lead to security breaches, compliance issues, increased costs, and inefficiencies. 

With data governance frameworks, the risks are minimized with practices that declutter systems and streamline the process. That is executed through principles such as: 

• Archival strategies 

• Retention policies 

• Deletion protocols 

Regulatory framework 

As regulations like GDPR, NIS2, and HIPAA evolve, organizations must stay updated on what applies to them and their data.  

That includes rules around how data is handled and who has access. 

Staying updated can be a challenge, especially in highly regulated industries.  

One of the benefits of data governance solutions is that compliance can be automated, sensitive data can be secured, and transparency is prioritized.  

Having those processes in place makes it easier for organizations to stay compliant. 

10 steps to creating your data governance policy  

An effective data governance policy ensures your organization’s data remains secure, accessible, and well-structured.  

Focusing on critical measures like file-level security, dormant data encryption, automated backups, and cross-environmental protection can reduce risks and ensure compliance. 

Here are the 10 steps to get you started: 

1. Clarify purpose, priorities, and goals 

Like any other business initiative, the overarching purpose of data governance should be the first thing an organization defines.  

That purpose could be improving the data quality, ensuring compliance, or decluttering the system.  

Define specific goals and align the priorities so that they support your road towards those goals. 

2. Build a data governance structure 

Building your data governance structure is like constructing a city. Every role is vital in making the system’s operation run smoothly.  

Establish the responsibilities of each role, including data owners, data stewards, data custodians, and data users. 

Also, ensure each team member understands their role in maintaining the structure. 

Define core principles 

Define the guiding principles that reflect your organization’s operational needs.  

Examples of these principles are maintaining data privacy or prioritizing accuracy. 

As these principles serve as the framework’s foundation, describing how they are applied in practice is essential. 

4. Set clear policies and standards    

Effective policies are the rules that bring structure to your data strategy.  

Outline the policies for data classification, data quality, and data lineage, and explain how these policies are documented and managed. 

5. Implement measures to secure data and uphold privacy standards 

Describe the data security policy, data privacy policy, and measures protecting data from unauthorized access, and include the requirements for managing personal and sensitive data. 

6. Ensure data quality controls 

Describe the methods and controls used to monitor, assess, and enhance data quality. Outline how data quality issues will be detected, documented, and resolved.  

7. Create data catalogs 

Define the data cataloging policies and the process for creating and maintaining a data catalog.   

Include descriptions of data storage and archiving policies, including data retention and disposal. 

8. Promote data sharing and integration 

The data sharing policy should clearly describe the process for requesting and granting access to data, ensuring that all team members understand the proper procedures. 

The data integration policy should outline the tools and techniques used to integrate data from various sources, ensuring a seamless flow of information across the organization. 

9. Train your team and stakeholders   

A data governance framework can be a powerful tool for your organization, but only if your team knows how to implement and follow the principles. 

You can make that happen by ensuring your team has access to training and educational resources and knows where to find them. 

10. Track progress and adapt accordingly  

Data security is constantly changing, which is why your efforts have too as well.  

Regular evaluations of your data governance efforts will allow you to identify what works and what doesn’t.  

Define what performance indicators will be followed and describe how insights will be used to address gaps and refine your policies. 

Your data, secured and managed 

Data breaches, often caused by human error, and the fact that only 20-41 percent of sensitive data in the cloud is encrypted, are serious concerns for organizations today.  

On top of that, IT leaders consistently face challenges in managing compliance across evolving regulations. These pain points can leave your organization vulnerable and overwhelmed. 

But with the right data governance strategy, you can turn these challenges into opportunities.  

By setting clear goals, implementing strong policies, and educating your teams, you can transform data from a risk into a valuable asset.  

WinZip Enterprise adds a protective layer to your overall data governance strategy, equipping your business with the tools to secure data, enhance collaboration, and help meet compliance standards effortlessly. 

Ready to turn your data challenges into triumphs? Visit WinZip Enterprise and start building a future where your data works for you, not against you. 

Removable media has become increasingly sophisticated. Gone are the days of burning CDs and DVDs at work.  

Today, the defining characteristic of removable media consists of portable data devices, such as flash drives and external hard drives, that can be disconnected from and reconnected to different computer systems while running.  

This allows data to be easily transferred between systems by physically moving the storage media. 

While incredibly convenient for many reasons, including enabling data mobility, removable media also introduces security risks, such as data loss if devices are lost or stolen.  

Removable media can also spread malware between systems and potentially violate copyright. This underscores the importance of proper handling and security measures. 

Discover why WinZip® SafeMedia is the most secure choice for sharing digital content between devices. Try it for free yourself!  

What is removable media? 

Removable media is any storage device easily removed from a computer system while running. 

Notably: 

• It transfers data between different computers by physically moving the storage device. 

• Examples include USB flash drives, external hard drives, CDs, DVDs, memory cards (SD cards), and even older formats like floppy disks. 

• Removable media devices contain built-in components for storing and transferring data, with connectors that interface with the host computer. 

• They provide a convenient way to store and transport data, backup files, run applications directly from the device, and more. 

The darker side of this convenience is that removable media can introduce security risks, such as data loss if the device is lost or stolen.  

It can also introduce malware and expose your organization to penalties if misused. 

The allure of leveraging removable media is the ability to physically disconnect the storage device from one system and reconnect it to another to access or transfer the stored data.  

While this is conducted for legitimate purposes, hackers have also used removable media to steal sensitive data.  

What are the risks associated with removable media?    

The key risks associated with removable media include: 

1. Data security 

Removable media devices like USB and external hard drives are small and easily lost or stolen, potentially exposing sensitive data to unauthorized access.  

Even if encrypted, lost devices mean the data cannot be recovered. 

2. Malware infections 

Malware can be unintentionally spread when infected removable media is connected to different systems.  

Malware may exploit autorun features to execute automatically when the device is plugged in. 

3. Copyright infringement 

Data stored on removable media may be copyrighted, leading to potential fines if used without permission. 

4. Media failure 

Removable media has a shorter lifespan than other storage and can fail unexpectedly, resulting in data loss if not backed up properly. 

5. Reputational damage 

Loss of sensitive data from removable media can erode customer trust and significantly damage an organization’s reputation. 

6. Financial loss 

Organizations may face regulatory fines, lawsuits, and other financial consequences if sensitive data is compromised due to lost or misused removable media. 

Interested in learning more? Watch our webinar to learn how to prevent data loss with WinZip Enterprise.  

What are the advantages and disadvantages of using removable media? 

There are many advantages to using removable media—from portability to backup.  

Here are five reasons many still turn to removable media over other, more secure options: 

1. Portability: Removable media devices are small and lightweight, making transferring data between different systems and locations easy. 

2. Storage capacity: Many removable media formats, such as USB and external hard drives, offer ample storage capacity at a relatively low cost. For many, this is a much more cost-efficient solution than paying for space in the cloud. 

3. Fast data transfer speeds: Removable media can support high data transfer rates, faster than internal hard drives in some cases, and, depending on your Wi-Fi connection, faster than a cloud upload. 

4. Simple to use: Most removable media only needs to be plugged into the host system to access the stored data. 

5. Backup and archiving: Removable disks enable data to be backed up and archived off-site for disaster recovery. 

That said, there are disadvantages to using removable media as well.  

Some of the more apparent flags include: 

1. Data security risks: Even encrypted devices can lead to permanent data loss if misplaced. 

2. Spread of viruses: Malware can be introduced when infected removable media is connected to different systems. 

3. Short lifespan: Many removable media formats have relatively short lifespans and can fail without warning, leading to data loss if not backed up properly. 

4. Copyright issues: Data stored on removable media may violate copyright if it contains unlicensed copyrighted material. 

5. Lack of security features: Removable devices aren’t designed with hard-coded security features like encryption and access controls. 

6. Financial risks: Loss of sensitive data from misused removable media can lead to regulatory fines or lawsuits. 

While convenient and a relic from our early workdays for many of us, removable media requires proper policies, training, and technical controls.  

This mitigates their significant security and compliance risks. 

4 tips on using removable media 

Here are the essential best practices for using removable media safely: 

1. Only use trusted removable media 

• Never use removable media that you found or is not your own. Only insert trusted removable media into your computer. 

• Only plug in a device that has been accounted for or if you know its contents. 

• Never plug in a device not owned or controlled by your organization into a work computer without IT approval. 

2. Implement security measures 

• Install anti-malware/anti-virus software to scan for viruses when removable media is connected. 

• Disable autorun and autoplay features that automatically execute code when media is inserted. 

• Implement access controls like passwords and encryption to protect data on removable media. 

• Use strong passwords and encryption on all removable media devices. 

3. Handle data properly 

Customize IT administrator controls within your business with WinZip SafeMedia: 

• Permissions manager 

• Forced encryption 

• Password encryption requirements 

• System logs 

4. Train employees 

• Educate employees on the risks and proper handling of removable media. 

• Instruct employees to always use approved removable media on work computers. 

By following these practices, organizations can mitigate risks like data loss, malware infections, and compliance violations associated with improper use of removable storage devices.  

The truth about removable media risks: Are you safe? 

It’s important to prioritize security when using removable media, as it’s often overlooked. 

The bottom line: While removable media can be convenient, these alternatives offer enhanced security and reduce the threats connected to lost or stolen devices, malware infections, and data breaches. 

Enterprise organizations should evaluate their needs and implement the most appropriate solution to safeguard sensitive data. 

Discover how to secure your most important assets with WinZip SafeMedia. Try it free today. 

In the digital age, password security has become paramount for safeguarding our online identities, assets, and privacy. With the proliferation of internet-based services, from social media platforms to financial accounts, we entrust sensitive information to the digital realm.  

Ensuring the robustness of our passwords serves as the first line of defense against unauthorized access, data breaches, and other cyber threats. 

This article explores the risks of weak passwords and highlights best practices for creating strong and secure passwords.  

Also discussed are the roles of multi-factor authentication and password managers in enhancing password security.  

Protect your organization against data theft — get your free trial of WinZip! 

The anatomy of a weak password 

Weak passwords, distinguished by their brevity and obviousness, significantly threaten personal information and online accounts. They provide a straightforward pathway for hackers, who can easily decipher them using readily available password-cracking techniques.  

This underscores the need for robust password security practices, particularly at the enterprise level, to safeguard sensitive information and protect against cybersecurity threats. 

What is a weak password? 

A weak password lacks sufficient complexity, length, and uniqueness, making it simple to guess or crack through various attack methods.  

In a corporate setting, password security and the strength of passwords are critical to protecting sensitive information and digital assets belonging to the user and the organization.  

Two kinds of password securities are commonly used in businesses today: individual and company-wide. 

Individual password security involves: 

• Employees and users creating strong, unique passwords. 

• Regularly updating them. 

• Refraining from sharing or reusing them across accounts. 

This practice uses multi-factor authentication (MFA) and biometric verification to add an extra layer of protection.  

Company-wide password security involves establishing comprehensive policies and protocols across the organization and includes:   

• Enforcing password complexity requirements.  

• Implementing password expiration and rotation policies.  

• Restricting access to authorized personnel.  

• Employing advanced authentication methods (single sign-on (SSO) and identity and access management (IAM) systems).  

This practice aims to mitigate risks, prevent unauthorized access, and ensure the organization’s overall cybersecurity posture.  

Characteristics of weak passwords 

Some common patterns found in weak passwords include: 

• Simple dictionary words or names: Using common words like “password” or personal names like “John” or “Emily” as passwords make them extremely weak and vulnerable to a dictionary attack. This is where hackers attempt to guess passwords by trying many common words, phrases, and their simple variations from a pre-compiled list or “dictionary.” 

• Sequential or repeated characters: Passwords with sequential patterns like “123456” or “abcdef” or repeated characters like “aaaaaa” are very weak and easy to guess. 

• Personal information: Incorporating easily obtainable personal details like birthdates, addresses, or family member names into passwords makes them weak, as attackers can leverage this information. 

• Keyboard patterns: Using patterns from a standard keyboard layout like “qwerty” or “1qaz2wsx” as passwords is a common weak practice. 

• Short length: Passwords shorter than eight characters lack complexity and are considered weak, as they provide fewer possible combinations and are easier to crack through brute force attacks. 

• Adding numbers/symbols predictably: Appending common number combinations like “123” or symbols like “!” at the end of dictionary words (e.g., “password123!”) follows a predictable pattern that makes passwords weak. 

Risks associated with weak passwords 

Weak passwords are a gateway for cybercriminals, exposing individuals and organizations to unauthorized access, data breaches, identity theft, financial losses, and compromised digital security. 

Unauthorized access 

Weak passwords allow cyber criminals to access personal information, sensitive content, and secured databases. This can lead to identity infringement, data breaches, and other malicious activities conducted under the victim’s name. 

Account takeover  

If a weak password is compromised, attackers can leverage the stolen credentials to access multiple accounts where the same password is reused.  

This domino effect amplifies the risk of data theft and jeopardizes overall digital security. 

Data breaches 

Weak passwords are an entry point for cyberpunks to infiltrate databases containing sensitive personal or organizational data. Data breaches can result in catastrophic consequences, such as financial losses, legal liabilities, and reputational damage. 

Identity theft 

By gaining access to accounts through weak passwords, cybercriminals can steal personal information, open lines of credit, make fraudulent purchases, and commit crimes under the victim’s identity. Getting out from under that can be painstaking. 

System takeover 

Weak passwords for local user accounts on servers or internal resources can enable brute-force attacks, leading to system takeover and data loss within an organization’s network. 

Financial losses 

In a business context, a breached account due to weak passwords can lead to stolen funds, intellectual property theft, and significant financial losses for the organization. 

Common password cracking techniques 

Hackers’ password-cracking techniques have become increasingly sophisticated. From brute force attacks to phishing and even password-spraying, bad actors have become creative in obtaining sensitive data.  

Protecting against these standard techniques involves using strong passwords for every account you manage and enabling multi-factor authentication. The most common password-cracking techniques follow, but they are certainly not limited to this roundup.   

Brute force attack 

This involves using software designed to run through every possible combination of characters until the correct password is identified. It is an effective but time-consuming method, especially for longer passwords. 

Dictionary attack 

Hackers use a word list containing familiar words, phrases, and passwords to guess the target’s password. This exploits the tendency of many users to choose simple, dictionary-based passwords.  

Phishing 

Tricking users into revealing their passwords through deceptive emails, websites, or social engineering tactics. 

Malware/Keyloggers 

Installing malicious software on the victim’s device to record and steal passwords as they are typed. 

Credential stuffing 

Using credentials leaked from data breaches to access that user’s other accounts across platforms where they have reused the same passwords. 

Social engineering 

Coerce people into revealing private information like passwords through psychological tactics and impersonation. 

Rainbow table attack 

Pre-computing hashes for common passwords and comparing them against stolen password hashes to crack them efficiently. 

Spidering/Scraping 

Automatically scanning websites, documents, and code repositories for hardcoded or inadvertently exposed passwords. 

Password spraying 

Trying a few common passwords across many accounts to find a match rather than brute-forcing a single account. 

8 best practices for creating strong passwords 

Using a mix of characters, lengthening your password, and avoiding frequently used words are a few ways to strengthen your password creation. 

By following best practices, individuals and organizations can significantly enhance the strength and security of their passwords. This makes it much harder for attackers to gain unauthorized access to sensitive accounts and data. 

1. Use a mix of character types 

Leveraging a combination of uppercase and lowercase letters, numbers, and symbols will increase the complexity of your password and make it harder to crack through brute-force attacks. 

2. Longer is stronger 

Passwords should be at least 12 characters long, but the longer, the better. Longer passwords exponentially increase the number of possible combinations and make them much harder to guess. 

3. Avoid personal information and simple words 

Never use personal information like names, birthdates, addresses, or familiar words in dictionaries, as these are easily guessable. Instead, use random combinations of characters. 

4. Use passphrases or random words 

Consider using a passphrase (a sequence of random words) or combining unrelated random words, as these are easier to remember but hard to guess. 

5. Use unique passwords for each account 

Simply put, don’t use the same password in multiple places. If one of your accounts is compromised, you can assume all accounts using that same password are vulnerable.  

Use a unique password for every account. 

6. Update passwords regularly 

Change passwords periodically, especially if your accounts are involved in a data breach. This limits the window of opportunity for attackers. 

7. Use password managers 

Password managers like LastPass or 1Password can create and save unique passwords for you across every account you manage, eliminating the need to remember or reuse passwords. 

8. Enable multi-factor authentication (MFA) 

MFA requires verification beyond a password, adding a much-needed layer of security to your account. This makes it much harder for nefarious hackers to access your content. 

8 steps for immediate improvement 

The best practices mentioned above only scratch the surface of ways to keep your data and information safe at the enterprise level.  

Some other tips and tricks include:  

Role-based access control (RBAC) 

Implement RBAC to assign appropriate levels of access to employees based on their roles and responsibilities. Limit access to sensitive data and systems to only those who require it.  

Privileged account management (PAM) 

Implement PAM solutions to control and monitor access to privileged accounts tightly. Use just-in-time access and session recording to enhance security and accountability.  

Single sign-on (SSO) 

Consider adopting SSO solutions to allow employees to use a single set of credentials to access multiple applications, reducing the need for multiple passwords.  

Password expiry notifications 

Send automated notifications to employees before password expiration, ensuring they have sufficient time to update their passwords.  

Account lockouts and monitoring  

To identify potential security breaches, set up account lockout policies and monitor for suspicious activities, such as repeated failed login attempts.   

Set a mandatory password change interval  

Rotate passwords regularly for service accounts, administrative accounts, and privileged access. Implement automated reminders to prompt employees to update their passwords within the designated time frame.    

Use a reputable enterprise-grade password management solution  

Use this to store and manage passwords securely. Avoid sharing passwords through email or unsecured messaging platforms.  

Instead, leverage the secure password-sharing features password managers provide or use encrypted communication channels when necessary.  

WinZip, for example, offers IT-managed failsafe file recovery via an organization-wide ‘break the glass’ decryption method. If employees forget their passwords, or depart the company, the IT team can recover file contents with a master password. 

Implement company-wide password policies and training 

Develop a comprehensive password policy that outlines the requirements for password complexity, length, and expiration. Enforce multi-factor authentication (MFA) for all accounts, particularly those with access to critical systems.  

Review and update the password policy through regularly scheduled training to align with evolving cybersecurity standards.  

How to maintain vital password hygiene 

First and foremost, use strong, unique passwords. This can’t be said enough.  

Avoid using common words, phrases, personal information, or patterns that are easy to guess. And use a different, unique password for every account to limit exposure if one password is compromised.  

Here are five simple steps to sidestep disaster: 

Use a password generator 

Password managers generate strong, random passwords and securely store them in an encrypted vault. This eliminates the need to remember or reuse passwords across accounts.  

Many password managers also offer secure password-sharing features. 

Require a second form of verification 

Enable multi-factor authentication (MFA) beyond just a password. This could be a one-time code, biometrics, or a security key, making it much harder for attackers to gain access. 

Change passwords regularly 

Update passwords periodically, especially if a known data breach involves your accounts. This limits the window of opportunity for exposed passwords to be exploited.  

Also, avoid patterns and as mentioned above, easily guessable information. 

Keep passwords private 

Never share passwords with others, even trusted individuals, as they may be inadvertently compromised. Avoid storing passwords insecurely, such as in plain text documents or browser password managers. 

Monitor password health 

Use tools to identify weaknesses, reused passwords, or compromised content. Regularly review and update any flagged passwords to improve your overall password hygiene. 

Don’t let weak passwords destroy your hard work 

The fragility of weak passwords stems from their lack of complexity, randomness, and uniqueness. Leveraging automated tools, attackers can easily guess these passwords by trying common words, phrases, and predictable patterns.  

Consequently, weak passwords often become the first target for individuals attempting to breach accounts. By using weak passwords, individuals expose their personal information, accounts, and data to substantial compromise. 

While WinZip Enterprise is primarily known for its industry-leading file compression and encryption technology, it also plays a critical role in creating and managing strong encryption keys and help you password protect your most valuable data. 

WinZip can assist in mitigating cyber threats via encryption and password protection methods, secure file sharing, and data loss prevention (DLP) software.  

Protect your organization against data theft — get your free trial of WinZip!