Assignment Content: Your Next Task In Building The Business

Assignment Contentyour Next Task In Building The Business Requirements

Your next task in building the business requirements document for Hollywood Organic Co-op is to examine how the data elements fit into the overall document life cycle. You must provide an update to the CEO and CIO on the metadata and document storage requirements and recommended document life cycle. Create a 16- to 20-slide media-rich or voice-over presentation about how the EDMS will classify and protect data. Include the following: The metadata (descriptive information) that must be provided for each type of document The location where the documents are stored at each stage of a document's life cycle Recommendation and description of the cybersecurity framework for the new EDMS Justification for how the recommended cybersecurity framework best supports the document life cycle Tools that will be used to monitor protection at each of the data classification levels Format your citations according to APA guidelines.

Paper For Above instruction

Introduction

The development of an effective Electronic Document Management System (EDMS) is vital for Hollywood Organic Co-op to streamline document handling, ensure data security, and support business operations. Understanding how data and documents transition through their lifecycle, along with appropriate classification, storage, and security measures, is crucial. This paper provides a comprehensive overview of how the EDMS will classify and protect data, emphasizing metadata requirements, storage locations, cybersecurity frameworks, and monitoring tools, tailored to support the document lifecycle at each stage.

Metadata Requirements for Each Document Type

Metadata serves as descriptive information that facilitates document classification, retrieval, and management. For Hollywood Organic Co-op, different types of documents—such as procurement contracts, quality assurance reports, supplier certifications, and internal correspondence—necessitate specific metadata fields. Common metadata elements include document type, creation date, author, version number, confidentiality level, retention period, and relevant keywords. For instance, procurement contracts would have metadata capturing vendor details, procurement date, and contract expiration. Quality assurance reports would include inspection dates, product types, and compliance standards. Tailoring metadata to each document type enhances searchability and ensures compliance with regulatory and organizational policies.

Document Storage Locations Throughout the Lifecycle

The document lifecycle encompasses creation, review, approval, retention, and disposal stages. During creation and review stages, documents should be stored in secure, access-controlled staging areas or draft folders within the EDMS. Upon approval, finalized documents transition to a central repository, ideally on cloud-based or on-premises servers with robust backup and redundancy features. During retention, documents are stored in designated archives with specific access permissions aligned with their classification. Upon disposal, secure deletion protocols ensure data is irretrievable, adhering to legal and organizational retention policies. Proper classification at each stage ensures documents are stored and protected in accordance with their sensitivity and importance.

Cybersecurity Framework Recommendations

The cybersecurity framework for the new EDMS should align with internationally recognized standards such as the NIST Cybersecurity Framework (CSF). This framework emphasizes five functions: Identify, Protect, Detect, Respond, and Recover, providing a comprehensive approach to cybersecurity management. Specific controls include access controls such as role-based permissions, encryption of data at rest and in transit, multi-factor authentication, and regular vulnerability assessments. Implementing a Zero Trust architecture ensures that all access requests are validated continuously, minimizing insider threats and external breaches. The framework supports the secure classification, storage, and handling of documents throughout their lifecycle.

Supporting the Document Lifecycle with the Cybersecurity Framework

The recommended cybersecurity framework bolsters each phase of the document lifecycle. During creation, encryption and access controls prevent unauthorized editing. During review and approval, audit logs and tracking tools monitor user activity, ensuring accountability. In retention, secure storage with layered defenses safeguards against data breaches. When disposition occurs, secure deletion protocols eliminate documents irreversibly, reducing legal and compliance risks. The integration of continuous monitoring tools, such as intrusion detection systems and security information and event management (SIEM) tools, provides real-time alerts and facilitates rapid response to threats, aligning security measures with evolving organizational needs.

Tools for Monitoring Data Protection

Effective monitoring tools are essential for maintaining data integrity and security across all classifications. These tools include intrusion detection systems (IDS), intrusion prevention systems (IPS), and SIEM solutions, which aggregate and analyze security event data to identify anomalies or unauthorized access attempts. Data loss prevention (DLP) tools monitor data transfers, preventing sensitive information from leaving secure boundaries. Regular vulnerability assessments and penetration testing identify potential weaknesses. Endpoint protection solutions safeguard devices connected to the EDMS environment. Combining these tools ensures comprehensive oversight, early threat detection, and swift incident response, aligning with the organization’s security policies and data classification levels.

Conclusion

Implementing an EDMS that incorporates robust metadata standards, strategic storage locations, and a comprehensive cybersecurity framework is vital for Hollywood Organic Co-op. Ensuring all document types are correctly classified and protected throughout their lifecycle enhances operational efficiency, regulatory compliance, and data security. The integration of monitoring tools further strengthens the organization’s defenses, enabling proactive threat detection and response. Embracing these practices supports organizational resilience and fosters trust with stakeholders and partners.

References

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• ISO/IEC 27001:2013. (2013). Information technology — Security techniques — Information security management systems. ISO.
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• Chen, R., & Zhao, Z. (2020). Cloud-based Document Management and Security Strategies. IEEE Transactions on Cloud Computing, 8(2), 275-288.
• Army Cyber Institute. (2021). Cybersecurity Framework for Critical Infrastructure. US Army.
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