With businesses now integrating more and more online efficiencies into everyday operations, data security and data integrity has never been so important.
In the second of our Enable Digital Tech Series, we share insights from three Canterbury technology leaders – The I.T. Team, Evergreen Tech, and Parry Field Lawyers – on the benefits of centralised data management and the practical application of these technologies and discuss essential legal and compliance considerations for business.
The I.T. Team: The benefits of centralised data management
Over the last three years, there has been a strong uptake of Canterbury businesses using online technologies to drive business efficiencies, according to The I.T. Team General Manager/Head of Technical Connon Daly.
“Rising cloud-based and decreasing hardware costs means many businesses reconsider cloud-based versus on-premises server storage,” says Mr Daly. “While Software as a Service (SaaS) solutions like Xero remain cost-effective, Infrastructure as a Service (IaaS) and Platform as a Service (PaaS) options like Microsoft Azure and Amazon Web Services offer greater control. AI tools are being used for data management automation and optimisation.”
While there are a number of options out there, Mr Daly says the critical factor is data integrity and security. “Security and privacy are crucial for organisations starting with a cloud-first model for scalability but cautious about long-term costs and data control. Most businesses, except Government and NGOs, are getting accustomed to storing data locally in New Zealand.
“The primary advantage of cloud-based storage is scalability, with pay-as-you-go models reducing long-term storage planning while physical hardware is often cheaper. Testing without fear of failure is where cloud providers offer robust security and data integrity features, reducing the burden on organisations.
“Compliance remains a significant consideration, with many organisations needing to navigate various regulations. Large cloud providers offer compliance and standard levels that can benefit organisations but require careful management. It comes down to what a business needs.”
Mr Daly says simplifying reporting and tool usage is where centralising data is most beneficial. “Storing data in multiple locations complicates analysis, whereas consolidating data into a single source can improve reporting accuracy and effectiveness. Significant investments in data centres indicate a move towards centralised data storage, benefiting SMEs. However, storing data locally in New Zealand can be more expensive.
“An example is a setup that has 80% of data in SharePoint and 20% in a server behind a database, which requires extra steps for comprehensive reporting. Simplifying and streamlining data storage reporting across systems, such as operational and financial systems, can enhance reporting accuracy and effectiveness.”
Evergreen: Spotlight on Microsoft SharePoint
Evergreen Tech helps businesses deliver professional technical services across IT management, cloud solutions, and auditing. One area of expertise is the implementation of Microsoft SharePoint – a cloud platform designed to store, manage, and share information.
General Manager Julian Thompson says key benefits of SharePoint include document collaboration, teamwork, and productivity for small businesses through basic document management, while larger organisations utilise it for intranet news, policies, and advanced automation.
“How businesses store and access their data depends on their requirements. There is no one-size-fits-all as one business might seek an on-premise server solution, while another aims for greater adaptability and improved operational efficiency in cloud technology. Moving to a cloud-based solution enables businesses to access information, and collaborate from anywhere, on any device. This ensures team members stay connected and productive regardless of their location.
“SharePoint also offers quality document management features, including metadata tagging for records management, ensuring only authorised personnel both internal and external can edit or view files, version history to track changes, and access control which is easily maintained by the document owners.”
For security purposes, businesses can implement security policies such as protecting data with PINs, multifactor authentication, and app segregation. These policies are managed centrally and can be applied across all devices including mobile phones, tablets, and laptops.
Julian recommends that SMEs first understand the problem they are trying to solve with SharePoint. “There are multiple steps including ensuring existing software and tools compatibility, industry-specific regulations and compliance, cost analysis, and end-user adoption and training. Every case will be different, so businesses should partner with a trusted provider who understands the process and will work with you to ensure your cloud journey is structured for you.”
Evergreen Tech is currently working with Business Canterbury through its cloud journey, including the implementation of SharePoint, with a focus on document management and collaboration, and improving workflows with the setup of automation for specific processes, such as document creation, team member notifications, removing manual work and calculations, and approval workflows.
Parry Field Lawyers: understanding the legal implications of data management
When integrating these new technologies, Parry Field Lawyers Chair of Partners Kris Morrison says it is crucial that businesses understand key standards, practices, and legal responsibilities to help protect their data effectively. Here are his top tips for businesses:
1. Choose your data provider carefully
Ensure your suppliers and third-party vendors understand cybersecurity and the risks associated with data breaches. Get advice on data security from qualified experts. Some organisations offer specialised auditing services to identify the types of data your business holds, systems you use, associated risks, and response strategies. Penetration testing providers can identify system vulnerabilities, and advanced monitoring systems (both human and automated) help respond to potential breaches. Centralising your data with fewer vendors simplifies ongoing assessments of data security and meets legal obligations.
2. Have clear provider agreements
Businesses should have clear agreements with IT and cloud storage providers to ensure compliance with data security standards. Relevant agreements may include non-disclosure agreements with contractors and detailed contracts with suppliers. These agreements help define responsibilities and liabilities, safeguarding your data.
3. Understand legal implications and risks
Understanding your obligations under the New Zealand Privacy Act 2020 and the Unsolicited Electronic Messages Act 2007 is crucial. If your data comes from clients or customers overseas or is stored in third-party servers overseas, under principles of data sovereignty laws from other jurisdictions may be relevant to how you store and use that data.
With overseas clients, you may need to comply with foreign regulations like the European Union's GDPR. Effective data governance requires knowing what data you hold, where it comes from, where it is stored, and your legal responsibilities. This approach ensures your data is valuable and protected, minimising misuse or breaches.
Businesses should collect personal information for lawful purposes and provide clear information to individuals on how their data will be used. Proposed changes to the NZ Privacy Act 2020 may require businesses to notify individuals if they collect personal information from third-party sources.
4. Be across liability considerations
Businesses will owe duties to their clients and customers in contract law and negligence. In the event of a serious data breach, businesses may face investigation by the Office of the Privacy Commissioner as well as class action claims by litigators on behalf of affected individuals.
Check out the first in our Enable Digital Tech Series: Technology solutions for a smarter business, where we shared insights from three Canterbury technology leaders – Pay-It-Now (PIN), Ember Technology, and JIX Reality – on technology solutions to help your business adapt and thrive in the digital age. Also, keep an eye out for the next blog in our Enable Digital Tech Series for other smart, cost-effective solutions to support your business on your digital journey.
The Enable Digital Tech Series is proudly brought to you by our Supporting Partner Enable Fibre Broadband.
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