1.0 INTRODUCTION
Information governance is the management of an organization’s information assets across its lifecycle using policies, practices, and standards. Information governance aims to ensure the precision, reliability, security, and compliance with legal and regulatory standards of an organization’s information. The report highlights the importance of information governance in protecting personal data and complying with regulatory frameworks, specifically the General Data Protection Regulation (GDPR). The primary objective of Section A is to examine the principles of information governance within the context of a smart city, utilizing the smart city case study as a basis for analysis. Section B of the document delves into an analysis of the various components of the General Data Protection Regulation (GDPR) and the difficulties that may arise during its implementation. section C finally studies the analysis of the implications of information governance for both organizations and individual employees and the difficulties related to information governance within the framework of developing technologies.
2.0 GOVERNING PERSONAL DATA WITHIN A SMART CITY CONTEXT
The management of personal data within the framework of a smart city pertains to the acquisition, manipulation, and utilization of such information to facilitate the functioning of a city’s infrastructure and amenities. The forthcoming section shall be bifurcated into two subcategories, predicated on the Assessing Governability framework’s initial and secondary steps. We will examine a case study of a smart city within each subcategory to obtain insight into how the management of personal data can be improved within the framework of a smart city.
2.1 Step 1: Identifying problem wickedness
The evil problem in a smart city’s data management system relates to the complex and interconnected elements of collecting, evaluating, and using personal data in a smart city. In a smart city, stakeholders—including local administrations, technology suppliers, and residents—collect personal data, each with specific goals and reasons. Understanding the many stakeholders, their goals, and how they interact is essential for efficiently handling personal data in a smart city (Artyushina, 2020). The case study in smart city projects, has the interconnection and interdependence of many stakeholders, technology, and processes that end up to create a difficult environment for guaranteeing data protection and privacy. However, the case describes the intelligent city platform implementation raise questions about the gathering, storing, and usage of personal data. The platform gathers and analyzes data from numerous sources, including traffic, energy consumption, and air quality of the region city and town, which can reveal sensitive personal data. The amount of personal data processed is further increased by the ability of users to access municipal services and offer feedback through the mobile application.
The Smart City’s platform’s data collection from diverse sources and for multiple objectives. The issue of private data governance was marked by a need for more clarity, as there were divergent views on the extent of transparency and citizen involvement that should be mandated.
The management of personal data in the smart city context should always entail a group of stakeholders, technologies, and processes that are interconnected and interdependent and therefore contributes to the complexity of the process (Artyushina, 2020). Thus, the smart city context includes a broader range of stakeholders, including the city government, technology vendors, citizens, and businesses. Every party involved in a given situation possesses distinct interests and objectives, which may occasionally be at odds with each other. The city government’s potential utilization of personal data to enhance city services may conflict with the desire of citizens to exercise greater authority over their data and obtain more comprehensive information regarding its usage.
The intricate nature of smart cities can be attributed to the technologies utilized within this context (Artyushina, 2020). It’s great that there are many technology vendors producing data collection devices, including sensors, each with their own unique technology and methods for processing data. Although unifying these technologies into a coherent system may present some challenges, we can overcome them by finding solutions to potential disparities in data formats, storage techniques, and security measures.
Smart cities have a bright future ahead! With proper safeguards and ethical considerations, they can greatly improve the lives of their residents and create a more connected and sustainable world. There are various interpretations of appropriate governance of personal data within the smart city context.
2.2 Step 2: Examining system properties
The second stage of evaluating Governability involves scrutinizing the system properties of the governance framework. The city government needs a governance framework that includes everyone involved in managing personal data collection and uses in a smart city. The job might require a plan for handling data in a smart city. The responsibility of ensuring the lawful and transparent collection, processing, and utilization of personal data lies with the municipal government. However, the existing body of evidence pertaining to the monitoring and enforcement of data protection compliance by the government across diverse stakeholders and processes is constrained.
The duties of all parties will be delineated as an involved project and establishing a systematic approach for acquiring, administrating, and applying individual data (Chuenpagdee & Jentoft 2013). An Establishment of unambiguous communication channels among stakeholders will be necessary since it is crucial to innovative city development. One potential resolution entails the result of a formalized agreement delineating the terms and conditions governing the sharing of data between municipal entities and technology firms, as well as mechanisms for addressing any potential disputes that may arise.
The mobile application will be used so as to facilitate access to municipal services and allow users to provide feedback to the local administration, thereby promoting transparency. The collection and processing of personal data pertaining to air quality, traffic, and energy consumption is carried out by the intelligent city platform with the aim of ensuring data protection (Chuenpagdee & Jentoft 2013). The case study lacks explicit details regarding the safeguarding of personal data and the implementation of preventive measures against potential data breaches or unauthorized usage. Once the application conducted was concluded, it revealed that the deployment of the intelligent city platform gives rise to noteworthy apprehensions pertaining to the governance of personal data.
To ensure the security of personal data, it is important to analyze the system properties of this platform. This includes implementing suitable access controls and data retention policies. Implementing this strategy can reduce the likelihood of data breaches and guarantee that only authorized personnel can access the data. The Smart City platform’s mobile application raises concerns regarding data privacy and security. One strategy to identify potential vulnerabilities in a mobile application is to examine its system properties (Chuenpagdee & Jentoft 2013). This can help to identify weak authentication mechanisms or insecure data transmission protocols. The organization can ensure the protection of personal data from unauthorized access or misuse by addressing these vulnerabilities. It is advisable for an organization to conduct a review of their data transmission protocols to guarantee the secure transmission of sensitive data through encryption whenever required (Artyushina, 2020). As an illustration, a technical evaluation could uncover that an organization is transmitting confidential information via an unencrypted network, thereby exposing it to potential interception and unauthorized entry.
3.0 GDPR AND ITS IMPLEMENTATION IN ORGANISATIONS
3.1 Main Components of GDPR
The General Data Protection Regulation (GDPR) outlines the essential guidelines and regulations to protect citizens’ data. The principle is a positive step in safeguarding individuals’ privacy and ensuring their information is handled responsibly and ethically. Information governance aims to provide precision, reliability, security, and compliance with legal and regulatory requirements of an organization’s data (Chuenpagdee & Jentoft 2013). Its goal is to tighten and unify data protection for all persons inside the EU, and it succeeded the Data Protection Directive in 1995. GDPR’s primary features are as follows: Regardless of a company’s physical location within the European Union (EU), adherence to the General Data Protection Regulation (GDPR) is mandatory if it processes personal data belonging to EU residents (Chuenpagdee & Jentoft 2013).
Data Protection Principles is a component that is essential in GDPR; The scope and territoriality of the General Data Protection Regulation (GDPR) include, regardless of location, any entity that processes the personal data of persons located inside the European Union (EU). Non-European Union-based institutions are included in this category. This consists of all controllers and processors, big or little, of data. Protecting personal data is governed by six fundamental principles stipulated by the General Data Protection Regulation (GDPR). The principles above encompass limiting data collection to defined objectives, verifying data precision, reducing data retention, and ensuring confidentiality and protection. Individuals possess the entitlement to exercise their General Data Protection Regulation (GDPR) rights, which include but are not limited to obtaining information, accessing, correcting, deleting, restricting processing, transferring to another party, and objecting to personal data processing (Chuenpagdee & Jentoft 2013). Under GDPR, organizations must demonstrate a lawful reason for processing personal data. This group might contain consent, fulfilling contracts, following the law, protecting vital interests, performing public duties, or having a valid reason. The GDPR mandates that organizations perform Data Protection Impact Assessments (DPIAs) for high-risk activities such as large-scale data processing or systematic data monitoring. Therefore, it is primarily responsible for informing the regulatory body within 72 hours of discovering the security breach (Chuenpagdee & Jentoft 2013). The notice is meant to explain the incident or attempt at the incident by majorly trying to identify the individuals impacted and outline the remedial measures being taken.
Data breaches must be reported to supervisory authorities to safeguard the rights and freedoms of data subjects. This prompts powers to take necessary actions in response to the violation. If the regulation is not followed, the organisations may face legal consequences, lose a lot of money, and damage their reputation and public trust. The GDPR requires certain organisations to appoint a Data Protection Officer (DPO) to ensure compliance with its rules. On the other side, it informs individuals (Chuenpagdee & Jentoft 2013). It is essential that the Data Protection Officer (DPO) possesses a comprehensive understanding of information security and maintains regular communication with the organization’s executives and personnel.
3.2 Challenges and Concerns Surrounding the Implementation of GDPR
Adopting GDPR within organizations has posed many difficulties and obstacles, encompassing:
Many organizations needed more awareness and comprehension of the GDPR’s stipulations, resulting in non-conformance. The case study of Cambridge Analytica sheds light on the fact that specific organizations encountered difficulties comprehending the ramifications of GDPR in their business models (Murray,2019). Cambridge Analytica, a political consultancy, procured and extracted 87 million Facebook profiles through legal means without obtaining the consent of the users. This enabled them to potentially exert an impact on the result of democratic elections through the utilization of the data to aim at particular voters with tailored messages.
Acquiring valid consent from data subjects before processing their data is challenging, as the General Data Protection Regulation (GDPR) mandates. The acquisition of legitimate support can present difficulties, mainly when entities depend on implicit or deduced consent. The General Data Protection Regulation (GDPR) gives individuals the right to access their data and request the rectification or erasure of their data in the system. Individuals can also object to the processing of their data for security purposes. However, managing such requests can present a challenging undertaking regarding both temporal and material resources, especially for entities and organizations of a significant magnitude (Murray,2019). The undertaking of Data Protection Impact Assessments (DPIAs) for high-risk processing activities can be complex, necessitating a considerable investment of time and financial resources.
Thirdly, entities may exhibit reluctance in disclosing data breaches within the prescribed timeframe owing to apprehensions regarding harm to their reputation, penalties imposed by regulatory bodies, or legal responsibility. The circumstance above can result in a postponement of data breach reporting or an inadequate amount of data breach reporting, thereby exacerbating the vulnerability of the privacy and security of the individuals impacted (Murray,2019). Organizations may adopt several measures to improve implementation, such as allocating resources toward training and awareness initiatives. Organizations should ensure that all employees understand the requirements and implications of GDPR on their work. Insufficient cybersecurity measures, insufficient employee training on data protection, and obsolete systems and software are among the factors that can contribute to this problem. Subsequently, determining the cause and magnitude of a data breach may be time-consuming, particularly in cases involving intricate systems or numerous data sources.
It is recommended that organizations establish suitable protocols and methodologies to manage data subject requests, perform Data Protection Impact Assessments (DPIAs), and handle data breaches. Establishing appropriate protocols and methods is imperative for organizations to collect data subject requests effectively, conduct Data Protection Impact Assessments (DPIAs), and address data breaches (Tallon, et al 2013).
4.0 INFORMATION GOVERNANCE
4.1 implications of information governance for organisations and individual employees.
Information governance is the systematic approach of overseeing, regulating, and safeguarding an entity’s data resources. The process entails the creation and execution of protocols, guidelines, and safeguards to guarantee the precision, availability, dependability, and confidentiality of information. Implementing effective information governance is vital to an organization’s data management plan. This involves the collaboration of various stakeholders who work towards minimizing the potential hazards associated with data processing while enhancing data value (Smallwood, 2014). This section aims to critically analyze the ramifications of information governance on both organizations and individual employees.
Developing a comprehensive data management strategy encompassing the entire data lifecycle, from creation to disposal, is a crucial implication of information governance for organizations. The procedure involves recognizing and ranking data resources, considering their importance, degree of confidentiality, and related hazards. Organizations, therefore, need to create policies and procedures to ensure data quality the data for their clients, security, and privacy of information for their clients (Foster,2016). Moreover, the mentioned policies and procedures must be effectively communicated to the clients and implemented by the organization. Furthermore, businesses must use suitable technical and organizational methods to safeguard data against risks like stealing, misplacing, or unauthorized entry.
Adherence to regulatory mandates and industry benchmarks is an important ramification of information governance for entities. Numerous industries are bound by particular regulations that oversee data utilization, retention, and elimination, including the General Data Protection Regulation (GDPR) for entities functioning within the European Union. Non-adherence to these regulations may lead to substantial monetary fines and harm one’s reputation (Foster,2016). Implementing information governance necessitates adherence to diverse regulatory requirements and industry standards to effectively manage the potential hazards associated with data/information processing while optimizing data value. Furthermore, organizations must stay up-to-date with the continuously evolving regulatory requirements and industry standards and adjust their information management procedures correspondingly.
The involvement of individual employees is crucial in ensuring effective information governance (Kooiman, 2008). It is widely recognized that employees must thoroughly understand the regulations and protocols governing data usage, protection, and confidentiality. In addition, individuals must be guided on consistently adhering to the prescribed rules and protocols. The task above involves guaranteeing data’s precision, comprehensiveness, and contemporaneity and its utilization in compliance with legal and regulatory stipulations (Wacks, 2010). Employees must know the potential hazards of data breaches and security incidents. They must implement suitable measures to safeguard data from unauthorized access, theft, or loss.
The success of information governance is primarily dependent upon the critical essentials of contributions of data scientists, foremost data architects, data analysts, and data visualization experts. Professionals in this field bear the main burden of responsibility by generating, scrutinizing, and construing data while upholding the data’s accuracy, inclusiveness, and dependability. Although the involvement of data scientists, data architects, data analysts, and data visualization experts is undoubtedly crucial for the triumph of information governance, it is not the sole indispensable factor. The field of information governance is characterized by its complexity and interdisciplinary nature, necessitating the involvement of various professionals with diverse skill sets and knowledge bases.
Additional crucial factors for the achievement of information governance encompass: Business executives and relevant parties who possess a comprehension of the significance of data and the necessity for proficient governance. Professionals with expertise in legal and regulatory compliance are capable of effectively navigating intricate regulatory frameworks and ensuring that data is managed in compliance with pertinent laws and policies. Professionals in the field of information technology possess the ability to create and execute the necessary systems and infrastructure required to facilitate efficient governance. Professionals with the ability to effectively manage projects by coordinating activities among diverse teams and ensuring compliance with budgetary and governance requirements. Change management experts can assist in guaranteeing that governance policies and procedures are efficiently disseminated and embraced by the workforce.
It is considered authoritative that individuals always wish to guarantee the proper storage, processing, and analysis of data in compliance with legal and regulatory mandates (Foster, et al, 2018). At the same time, it prefers safeguarding it from unauthorized access, theft, or loss. It is considered authoritative for these professionals to receive training to comply with data management policies and procedures. Additionally, they must establish a close working relationship with IT risk and governance managers to safeguard data against potential threats and vulnerabilities.
The contribution of records managers is crucial for the effective implementation of information governance. The concerned person is accountable for supervising and preserving records, encompassing both tangible and intangible forms, while ensuring the records’ accuracy, completeness, and currency (Foster, et al, 2018). Ensuring compliance with legal and regulatory mandates and safeguarding against unauthorized access, theft, or loss are crucial aspects that individuals must prioritize when storing and disposing of records. Professionals who utilize data to make informed decisions, including corporate leaders, performance assessors, and financial experts, hold a crucial position in information governance. These individuals prioritize maintaining information’s precision, inclusiveness, and dependability while simultaneously complying with legal and regulatory obligations (Kooiman, 2008). Individuals must know the potential hazards of data breaches and other security incidents. It is equally essential for them to implement suitable measures to safeguard data from unauthorized access, theft, or loss. The successful implementation of information governance necessitates a collective endeavor from a heterogeneous cohort of specialists possessing a variety of competencies and knowledge.
5.0 CONCLUSION
To summarize, the present report has examined multiple facets of information governance, encompassing the framework of Assessing Governability and the General Data Protection Regulation (GDPR) regulatory provisions. By utilizing these conceptual models in practical scenarios, such as examining the Smart City case study and integrating GDPR within establishments, we have discerned significant obstacles and concerns pertaining to data management, confidentiality, safeguarding, and adherence. The significance of developing appropriate protocols, methodologies, and competencies to mitigate risks and enhance the value of data processing has been emphasized. The report underscores the importance of information governance in guaranteeing conscientious and efficient data administration. It highlights the necessity for organizations and employees to maintain a watchful and proactive stance.
6.0 REFERENCES
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