How can you ensure program coordination tools protect sensitive information?

1 Choose reliable platforms

Not all program coordination tools are created equal. Some may offer more features, flexibility, and integration than others, but they may also have weaker security measures, policies, or standards. Before you select a platform for your program, do some research on its reputation, reviews, and ratings. Look for platforms that have robust encryption, authentication, and backup systems, as well as clear and transparent terms of service, privacy policy, and data protection agreements. Avoid platforms that have a history of data breaches, complaints, or lawsuits.

3 Train your team

Your program coordination tools are only as secure as the people who use them. Therefore, it is important to train your team on how to use them properly and responsibly. Provide clear and consistent guidelines and expectations for your team on how to handle sensitive information, such as what to share, what to store, what to delete, and what to report. Educate your team on how to avoid common security threats, such as phishing, malware, or hacking, and how to protect their devices, accounts, and passwords. Encourage your team to report any suspicious or unauthorized activity, and to update their software and tools regularly.

4 Monitor your data

Even if you have chosen a reliable platform, customized your settings, and trained your team, you still need to monitor your data regularly and proactively. This means checking your activity logs, audit trails, and reports to see who has accessed, modified, or shared your data, and when and where they did so. It also means reviewing your data quality, accuracy, and relevance, and deleting or archiving any outdated, redundant, or unnecessary data. Finally, it means backing up your data to a secure location, such as a cloud service or an external drive, and restoring it in case of loss or damage.

5 Review your tools

Program coordination tools are constantly evolving and improving, as are the needs and expectations of your program. Therefore, you should review your tools periodically and evaluate their performance, functionality, and suitability for your program. You may find that some tools are no longer relevant, effective, or secure for your program, and that you need to switch to a different platform, upgrade to a newer version, or add new features or integrations. Alternatively, you may find that some tools are still working well for your program, and that you only need to make minor adjustments or updates.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?