Monday, November 28, 2016

Preparing for the EU General Data Protection Regulation (GDPR)

By John Kyriazoglou

Is your company ready?
What steps should you, as a manager, executive or board director take for your company by May, 2018?

My new book ‘Data Protection and Privacy Guide’ in five volumes (see links at the end), is designed to support you effectively in all these issues.

I am providing below a short summary of the GDPR and how it impacts your business operations (including your IT systems) and a flavor of what is contained in these volumes.

1. Introduction to the EU GDPR
On April 2016, the EU General Data Protection Regulation (GDPR) was approved, entering a two-year transition period (April 2016 to May 2018) during which member states and enterprises (private companies and public organizations) handling European residents’ personal data will need to adopt the new requirements. The Regulation introduces tough penalties for non-compliance, with breached organizations facing fines of up to 4% of annual global turnover or €20 million – whichever is greater.

The new law dramatically changes the way in which organizations approach personal data protection (for customers, employees, etc.), particularly in terms of access privileges. With financial penalties in place, which can be as much as 4 per cent of a corporation’s annual turnover, enterprises simply cannot afford to let personal data slip into the wrong hands through mismanagement or a malicious breach. One way to ensure this doesn’t happen is for personal data to be secured under lock and key with the help of identity governance, where entry is monitored and controlled around the clock, etc.

2. Preparing for the General Data Protection Regulation (GDPR)

What basic steps to take by May, 2018:

Step 1: Awareness. You should make sure that decision makers and key people in your company or organization are aware that the law is changing to the GDPR.
Step 2: Data Protection Officers. You should designate a Data Protection Officer, if required, or someone to take responsibility for data protection compliance and assess where this role will sit within your organization’s structure and governance arrangements.
Step 3: Personal Data you hold. You should document what personal data you hold, where it came from and who you share it with. You may need to organize a personal data audit, etc.
Step 4: Individuals’ rights. You should check your corporate procedures to ensure they cover all the rights individuals have, including how you will handle requests within the new timescales and provide any additional information, how you would delete personal data or provide data electronically and in a commonly used format, etc.
Step 5: Communicating privacy information. You should review your current privacy notices and put a plan in place for making any necessary changes in time for GDPR implementation.
Step 6: Legal basis for processing personal data. You should look at the various types of data processing you carry out, identify your legal basis for carrying it out and document it.
Step 7: Consent. You should review how you are seeking, obtaining and recording consent and whether you need to make any changes.
Step 8: Children. You should start thinking now about putting systems in place to verify individuals’ ages and to gather parental or guardian consent for the data processing activity.
Step 9: Data breaches. You should make sure you have the right procedures in place to detect, report and investigate a personal data breach.
Step 10: Data Protection Impact Assessments (DPIA). You should familiarize yourself now with the guidance regarding when to carry out a DPIA. For example where a new technology is being deployed or where a profiling operation is likely to significantly affect individuals, etc.
Step 11: Data Protection by Design and by Default. You should ensure that all your products produced and sold and all services provided (including Information systems) by your company implement privacy and data protection according to the principles of the GDPR.
Step 12: International Operations. If your company operates internationally, you should determine which data protection supervisory authority you come under.


3. Resources to support you in implementing the EU GDPR
As noted above, my new book ‘Data Protection and Privacy Guide’ in five volumes (see links at the end), is designed to support you in all these issues.

This book, in 5 volumes, contains a complete set of methods, strategies, plans, policies, audit tools and other practical techniques to guide, support and facilitate you to effectively manage the personal data your company collects and processes and comply better with all privacy regulations (e.g. EU GDPR).

1. Data Protection and Privacy Management System: Data Protection and Privacy Guide – Vol I
2. DP&P Strategies, Policies and Plans: Data Protection and Privacy Guide – Vol II
3. Data Protection Impact Assessment: Data Protection and Privacy Guide – Vol III
4. Data Protection Specialized Controls: Data Protection and Privacy Guide – Vol IV
5. Security and Data Privacy Audit Questionnaires: Data Protection and Privacy Guide – Vol V

Thank you,


John Kyriazoglou

Monday, November 7, 2016

Data Protection Impact Assessment Toolkit

This is available at:

Summary

This document describes a set of methods and tools that enable, facilitate and support you in assessing your data protection risks and executing a Data Protection Impact Assessment
(DPIA) for existing as well as for new products, services, systems, functions and information systems, that collect, process and maintain personal data.

It may also be used to evaluate the data protection and privacy risks of the personal data your company collects, processes and stores and to comply with the requirements of the EU General Data Protection Regulation (Articles 27, 28, 34, 35, 36, 39, 53, 57, 58, 64 and recitals 53 and 58) for any enterprises located within the EU or doing business in the EU, regardless of their home base and central location offices (headquarters).

Table of Contents

Chapter 1: Summary of the New EU General Data Protection Regulation
Chapter 2: Data Protection Impact Assessment Methodology

Chapter 3: Data Protection and Privacy Audit Tools

Annex 1: Data Protection Impact Pre-Assessment Survey
Annex 2: Data Protection Risk Identification Questionnaire
Annex 3. Privacy Risk Register
Annex 4. Suggested DPIA Report Format
Annex 5. Proposed Risk Resolution Actions
Annex 6: Personal Data Checklist


This is available at:




Monday, February 22, 2016

A Manager's 'duty of care' responsibilities

A Manager’s ‘duty of care’ responsibilities

By John Kyriazoglou


Plato: ‘The most important of all goods is health, the second is beauty of the soul and the third is to be able to become rich without doing anything bad’.


This short article describes a plan for improving the responsibilities you have as a business owner, board director or manager towards the wellbeing of your employees.

Introduction

Our workplaces are full of problems, to put it lightly. According to the World Health Organization ‘Mental health problems, such as depression, anxiety, substance abuse and stress, are common, affecting individuals, their families and co-workers, and the broader community. In addition, they have a direct impact on workplaces through increased absenteeism, reduced productivity, and increased costs1.’
As 60-70% of people with common mental disorders were in work, according to various experts and governmental studies, it is up to each company and its individual owners and managers to do something about these crucial and debilitating problems at work.
The principle that investing in support for employees who may be struggling is not just morally correct but a financial imperative is well established, according to experts2.
Also you must remember that your staff, quite rightly so, are the single most valuable asset your organization has. This definitely means that when they work and travel for your company, you need to be assured of their safety at all times, to the best of your abilities.

In general terms, a manager’s or professional’s duty of care responsibility is a legal, and many times, professional obligation, which is imposed on an individual manager or professional, requiring them to adhere to a standard of reasonable care while performing their duties and avoid any acts that could foreseeably harm others (organizations, societies, people, environment, et).

In practical terms, duty of care means that every party to a contract must comply well according to the rules included in it as well as other relevant industry and state laws and regulations on ethics, health and safety. The same goes for an accountant in correctly maintaining financial transactions and preparing company accounts; Auditors, in confirming the financial statements of a company; Board and managers in managing well their corporate resources, etc.

More details at:

http://www.slideshare.net/jkyriazoglou/a-managers-duty-of-care-responsibilities



Wednesday, October 28, 2015

IT CONTROLS AND HACKERS

By John Kyriazoglou*
The main purpose of IT Controls is to ensure the safe and secure operation of information systems and the protection from harm or other potential damage of the organization’s I.T. assets and data maintained by these systems. These objectives are achieved by a set of policies, procedures, practices, methods, techniques and technological measures, collectively called ‘controls’.
IT systems and infrastructure controls are classified as General IT Controls, i.e., controls applying to the whole of an organization’s Information Systems activity, and as IT Application Controls, which are specific to a given application, such as payroll processing, general ledger accounting, accounts receivable, etc. Both of these types of controls, within any type of organization (private, public, etc.), must operate within the greater framework of corporate governance and internal controls system, to fulfill their purpose to the fullest.
Sometimes the boundary line between these control types  (General IT Controls, IT Application Controls) is rather arbitrary, particularly in client/server, web-based and cloud computing applications, most of which may run on several computers.
What is important and crucial is for IT management, systems development professionals and other stakeholders (auditors, fraud examiners, etc.) is to realize that a comprehensive and effective combination of both of these control types (General IT Controls and IT Application Controls) arer required to ensure, as much as possible, an adequately safe and secure processing environment. We need to be proactive, plan and prepare both ourselves and our organizations for possible attacks, frauds committed, and errors occurring to information systems, disasters to IT facilities, and unusual events.
We should probably note that modern intruders to IT systems and networks do not publish their tools, successful or failed attacks or profits. They act with anonymity, quietly, in a step-by-step approach, from both inside and outside the organization, across the planet, and they usually cover their trail.
The players now include terrorists, white collar criminals, hackers, open source. The global underground cyber criminal community is actually trying to do better than what we do. Ten years ago, people sold you user IDs and passwords. Now the menu includes your CVs, ATM and credit cards with pin numbers, whole e-mail inboxes. They will ship information to anywhere in the world for money.
There is an army of them with new skills and capabilities.
There are: mappers, scanners, hackers, crackers, password sniffers, readers and shooters with van Eck tools, programmers who write code to enter network and application systems without leaving a trail, moles (personnel) employed to work in an organization much before it is attacked, vendors who sell illegal and improper hardware and software, social engineers who get passwords and other sensitive information by various means, etc.
They need to be controlled by society on the one hand, by the enactment of rules, regulations, laws, ethics codes, etc., and by organizations on the other hand, by devising and implementing overall corporate and detail IT controls.
Corporate and IT control issues are quite complex and may be included in corporate and business strategic and operational concerns, rather than on their own ground, as such. Detail IT controls require far more than the latest methods, practices and software tools or technology. Organizations must understand very precisely what IT entities, data, media, systems, services, and assets they are trying to protect, and why, before selecting any general or specific IT control solutions.
We also must note that according to recent international data breaches cases data privacy and protection shortcomings can do irreparable harm to companies’ balance sheets, not to mention their brands, credibility and customer trust and relationships.
IT management, IT professionals, IT auditors, Internal auditors, fraud experts, etc., must be always on their guard to protect their organizations, the data stored and reported by their IT systems, and the greater society, by using, implementing and improving IT controls and methods in a most efficient and effective way.
IT controls, operating within the greater IT Governance Practices Framework, can create value for an organization, as we have seen in several consulting projects for various clients.
It is our mission, moral duty, responsibility and job to do this. IT application systems are the life-blood of organizations. Quick dissemination of correct and timely information drives forward, enables and facilitates our national and global economies, benefiting everyone across the globe.
We need to work hard to achieve effective and working IT controls. As Menander (ancient Greek writer, 342-291 B.C.) has said: ‘He who labors diligently need never despair; for all things are accomplished by diligence and labor’.
We need to both plan and act. And as William Shakespeare has said: ‘Be great in act, as you have been in thought’.
We must be persistent in reaching the goal of controls, and be aware of what Friedrich Nietzsce has said: ‘Many are stubborn in pursuit of the path they have chosen, few in pursuit of the goal’
Last but no least, we may require to be disciplined in our approach, because as Abraham Lincoln has said: ‘Be sure you put your feet in the right place, then stand firm’.
For more specific details on IT Controls as well as Business Management Controls see the following books by John Kyriazoglou:

1. Book ‘IT Strategic & Operational Controls’, 2010, IT Governance, U.K.
2. Book ‘Business Management Controls: A Guide’, 2012, IT Governance U.K.

3. Book ‘Business Management Controls: Toolkit’, 2012, IT Governance U.K.      

Wednesday, February 11, 2015

Free e-book: How to reduce occupational stress

Free e-book: ‘How to Reduce Occupational Stress’

Book inspired by ancient Greek wisdom
Published: Feb, 12 2015, by John Kyriazoglou
A self-help guide and an approach to manage and reduce occupational stress and improve the mental health of your people
Table of Contents

PART A

Prologue
Chapter 1: The Stress Management Approach
Chapter 2: Occupational Stress Management Action Plan
Chapter 3: Strategy #1: Incorporate Basic Stress Reduction Actions
Chapter 4: Strategy #2: Add Spirituality to Your Basic Stress Reduction Actions
Chapter 5: Strategy #3: Improve Your Stress Reduction Management Process with Better Relationships
Chapter 6: Strategy #4: Strengthen Your Stress Reduction Management Process with More Robustness
Chapter 7: Improve Stress Efforts
Chapter 8: Concluding Remarks
Bibliography

PART B

Over 10 appendices with examples of Plans, Policies and Questionnaires that support Part A of the book.

Wednesday, December 10, 2014

New Book: Corporate Wellness: Management and Evaluation Toolkit

New Book: Corporate Wellness: Management and Evaluation Toolkit
I am glad to announce that this toolkit was just published and is available for your review and potential use at:

It contains material related to occupational stress and corporate wellness.
It contains:
1. A set of management improvement plans (with over 72 actions).
2. A stress policy.
3. Several stress performance measures.
4. Occupational Stress Audit Evaluation Questionnaires (Four audit questionnaires with over 87 questions to evaluate the stress level of people at all levels of your company, in terms of: Personal Happiness; Personal Stress; etc.).
5. Corporate Wellness Audit Questionnaires (18 audit questionnaires with over 90 questions to evaluate the Corporate Wellness of your company, in terms of: Tone at the Top; Understanding of the organization by the board; Operational philosophy; etc.).
6. Over 72 improvement actions.
7. An evaluation method that calculates an index for the person or entity taking going through the evaluation questions.

You may also check out the following documents for your business use.
1. Auditing and Improving Business Performance
2. Audit Report Model and Sample

Thank you,
John Kyriazoglou, CICA, B.A (Hon-University of Toronto),

Business Thinker, Consultant and Author of several books

Monday, December 30, 2013

Happy New Year


Happy New Year to all!

 

Here is an ancient Greek quotation for your consideration and enjoyment:

‘Do not spoil what you have by desiring what you have not; remember that what you now have was once among the things you only hoped for.’

   Epicurus (Greek philosopher, 341- 270 B.C.)

 

More sayings, quotations and maxims of ancient Greece and how these may apply and improve your personal, family and business life are included in my recent book

‘Ancient Greek Pearls of Wisdom for the 21ST Century’ (Amazon.com).

 

Best and warmest regards,

 

John Kyriazoglou