Lockdown

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or LinkedIn here https://uk.linkedin.com/in/tonysmiththathousingitguy

 
We are getting on for a year on from the new GDPR regulations that have rightly focused every organisations’ thinking on keeping all data safe. Its hard even with security permissions locking users down like a straitjacket and constant training to keep users focus on this.

Often one of the most common ‘gotchas’ is users leaving their desks to visit the ‘facilities’ for a short bio-break (or a crafty smoke) and leaving their screens unlocked and visible to all. In the variety of places I work, usually the back of a bog door, is by far the easiest way to reach hearts & minds. It’s a better way to connect and engage than most sites intranet, that’s for sure!

In fairness, in my community library, I am always stressing the importance of our disabled friendly WC door, as the go-to place to engage with our borrowers and supporters.

This is one brilliant example of a witty reminder, seen a few months ago at a site where I have worked:

Credit: James Diffin - @JimDiffin Clanmill HA

Great stuff, I am sure you will agree!

This week at a client I was working with, a techie director shared a story, which we guessed its source from, but not reliably enough to share here.

A staff member who was always leaving their desk without locking screens, had a bit of a come-uppance, when his manager went on his Outlook and penned a resignation email. On their return the manager called them in and told them that “the resignation had been accepted and they were sad to see them go”.

The staff member was confused and said they “knew mothing of it and hadn’t resigned”. Directed to the email just penned by the manager and sent, it all became clear. The manager explained they had sent to email while away from the workstation and that this time it would be fine, they could relax.

They were assured however, if it happens again, “next time it will be for real!”.

A sobering thought.

Feel free to print this story and stick it on the back of some bog doors! 

Related Post: Are Critical friends Electric? 

Catch the blog monthly archive at https://soundcloud.com/housingitguy/

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I would be pleased to connect with you on LinkedIn - http://uk.linkedin.com/in/tonysmiththathousingitguy Message me with any issues or queries, you would like to be explored in this blog. We generally receive a couple of suggestions each month.

Cypress Hill - Lockdown.
(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009


Access a quick list of our Social Housing ICT blog posts here

Could we help you or your organisation? Our contact details are here , get in touch we will be pleased to chat about your problems and help with your organisation issues.
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Don’t Leave Me This Way

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Wow, last week I realised so many people had my email and would be missing me in a such a Puffy Daddy way, it was pretty emotional TBH. GDPR day had kicked in and the world and his wife contacted me last week, as I am sure they also did you.

It was like a flashback to re-ordering that toilet seat in Wigan or that cycle gear cassette in Basingstoke. Wow, I never knew I was so popular. “Don’t leave me Tony”, they said. I don’t actually remember any lover or partner saying that to me, maybe one day, I live in hope.

Over the week, they have got more insistent. From ‘Urgent – Action needed’, to ‘This might be the end’. Something you might see from a very needy ex. In some cases, a deeply logical chap like me, has been conflicted.

My attachment to East Midlands Trains, the O2 Apollo in Manchester and Pizza Express (of course, what numpty has not had 25% off there), is clearly legendary. Daily updates on retail rubbish I can actually do without, as can you too dear reader. They are like my loved ones, or are they? No, clearly they are organisations I have had a transactions with. They are not my mates. What I share with my partner or mates is not a retail transaction.

Let’s be clear, it’s a retail transaction, not an experience.

I would actually keep in touch with someone who provided me with an entertaining tantric sex course in the India back in 1990, but not an outfit in Maidstone who supplied me with some excellent cycling shorts. There’s no comparison is there?

This is the time I guess for a clean break. Not with the people I love you understand, but those who for me have only been a transaction. True loves, you know you are I guess x

Related Post: If you are a supplier, do your USP's fit on a page or less? Should they? 

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I would be pleased to connect with you on LinkedIn - http://uk.linkedin.com/in/tonysmiththathousingitguy Message me with any issues or queries, you would like to be explored in this blog. We generally receive a couple of suggestions each month.

The Communards - Don't Leave Me This Way.
(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009


Access a quick list of our Social Housing ICT blog posts here

Could we help you or your organisation? Our contact details are here , get in touch we will be pleased to chat about your problems and help with your organisation issues.
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Get Info

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Is data retention starting to encroach on your radar? I have been wading through the latest guidance from the ICO and other sources, including https://ico.org.uk/media/for-organisations/documents/1160/retention-and-destruction-of-requested-information.pdf for someone I have been working with the last few months.

I can see too why in particular, social housing providers find the rules and keeping to them challenging. While procurements always reference archiving and sometimes data retention, it's not the top of the heap of priorities when choosing those applications. Its generally six or more years later that it becomes a headache.

EDRM often being a different kettle of fish, most housing management systems out there are pretty damn dismal in practical terms in practical application of this stuff. No problem archiving a data file into long term storage, but what of terms of purging data over the requisite retention period we set? Very few true and flexible archiving features can be found with many of the big six HMS providers out there.

This is the first thing that these suppliers are all going to have to wake up to and design into their systems. More often than not there is just reliance on backups in the database, some quite blunt archiving scripts and that's your lot. If you wanted to recover any data or view a tenant or account from the old data, you might well have to re-install an old version of the application (if that's even possible) , to see the data in a coherent form. It's unclear if even Civica Cx, the first HMS designed and coded wholly in the 21st Century, has this capability.

Truth is, it's unlikely that in the procurement demo, we will be picking over archiving in any great extent. We will concentrate on the look and feel, efficiencies to be found and does it support our staff doing their job better. If I fancied a client of mine sitting through 30 minutes of an archiving demo, they would give me some gip. It's important though, and will come back to bite us. For the moment users have to put up with what's provided, but users will need to press at user groups, to obtain suitable functionality that meets legislation needs. Now we all probably have that clause in our contracts, don't we?

Around data protection, the other elephant in the room is FOI (Freedom Of Information) requests. These can be elaborate and messy, often anecdotally, staff have told me just one takes between half and 2 days. Phew! That's a lot of time.

Obviously, if all your documents are stored in an EDRM system, potentially the job is easier, but even so, FOI requests should be easy to collate & satisfy. Indeed, all new integrated HMS systems I have procured, have incorporated such a requirement. It's not rocket surgery is it? If a nominal charge is being made to collate the info relevant to the request, e.g. £12, let's make the retrieval process cost no more than that.

If you are specifying or choosing a new replacement Housing Management System, ensure you put FOI and wider archiving/retention of information on your agenda. It will save you hassle and expense six years further down the line.


Related Post: Skype in multiple language translation, could it be a God-send for #UKhousing?

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Katastrophe - Get Info.
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Access a quick list of our Social Housing ICT blog posts here
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File Under: 360,1stTouch,4Js. , 07854655009 , ," """" ",,#UKHousing,#HousingDAY, #HomesForBritain, #Shout,1st Touch,3squared,Accuserv,Acutence,Aareon,Academy,ActiveH,AirWatch,Alignment,ALMO,Anite,Apex,ArchHouse,Archouse,asbestos,Asprey e-state pro,Asset Management,Aurora,Average IT Costs,App,Associates,ACL,Abritas,AMS,AX,aspireview, BO,BPR,Browser Applications,Business Objects,Business Planning, Business Process Review,Business social networking, Blockwise, Block wise,BI,BancTec,BluTek,Bluebox, Castle,CBL,Cedar Open Accounts,Cx,Change,Cheaper Housing IT,Chics, CHR,Citrix,Civica,Clearview,CMS , CCS IT Keystone CCSIT, Contractor Systems,CORE,CorVu,Cost Reductions,Covalent,CRM,Crystal Reports,CTI,CTX,Customer Relationship Management,Cashflow, COA,Coactiva,Codeman,Comino,Competitive Dialogue process,complex IT procurements,Component Accounting, Community Reward Services, Consilium, Consolidation, Consultancy,Consultant,Contact Manager,Context,CIH,Chartered Institute Of Housing,Cadcorp,Cerrus Saturn,convergeOne,CACI,CPL, CRS Director, Deeplake,Development Systems,Accuserve,Document Management,Documotive,datasystems , Microsoft dynamics GP 2013, DynamicAI, Dynamic AI, ECMK,EDRMS,England, English,EnterpriseBI,ERP Systems,ERP,Elmhurst,Estatecraft,EDM,ESRI,Exponential-e, Finance, Financial Systems, Financials, Factorwise,Facebook ,Footprint,Fusion, Getting best from,gotonysmith, Grasp,Grip,GeoSolveIT,GIS,GGP, HouSys,Housing software,HG,Housemark survey,Housing Blueprint,Housemark, HRA,Housing Support Pro,HousingSupportPro,Housing Options, Housing Group,hotpixuk, HousingIT,hotpix,Hardware,Hitex,Housing Contact Company, Impact Response,iPayPro,implementations,iRobot,In House,In4,InMotion, InMotion2014, InMotion2015, InMotion2016 , Exhibition, conference, Infoflow,Information Technology,Informix,inHouse,in-house workforce, Innovation,Inside Housing,Internet Portal,Internetalia, Invu,Ireland,Irish,Inphase , IT Budget,IT Training,iWorld, Innovation Group Apex,ITIL, In4Systems Promaster,IT,Insight, iSupport,iSupportPro, Keylogic,Keystone,Kirona,Kypera,Keyfax, Ledgers,Linkedin,Locality,Liquid Voice, MD ,Mr Void , MrVoid, Measuring Change,Mebus,Miracle,MISCS, mobile functionality,Monopoly board images and pictures, Montal,MS Dynamics,MS Dynamics CRM2011,Miracle Software,MDM,Management Reporting,MI,M3,MIS,MIS-AMS,Mobysoft, Northgate Codeman,Neighbourhoods and Communities, Northgate,Notice,NROSH,NINTEX,NINTEX workflow,Natural Forms,Nintexworkflow, OA,OGC Buying Solutions,Ohms,OJEU Limits,OmFax,Omniledger,Open source software,open tender,OpenHousing,Opti-Time,Oracle,Orchard,Outsource and outsourcing,OpenContractor,ORS,OneServe, PIMMS Data Systems, Paloma,performance management systems,PfH, Pick,PIMMS,pimms4communities, Planned maintenance,People Value,Plus, Peoplevalue, PM,Progress,Promaster,Proval,Pyramid,PRINCE2,prince,Pamwin,PlanForm, Propoints, Pro-Points QL,QLX,Quiss,Qlikview, Registered Providers,Registered Social Landlord,Rent Increase Freezes,Repairfinder,Reporting,Reports,ROCC,RobotAutomation, Rocket,RPs,RSL,Reality,ReAct,reidmark,RM865, Saffron,SAP,Scots, Scottish,Scenario, Scotland,SDM,sector,TonySmithHou,Server Virtualisation,servicing, Servitor,Sharepoint,Simdel,Simdell,SimPro,Sim Pro,Slash and Burn,Social Media,Software,SQL Open Housing,SQL Reporting Services,SQL reporting services,SQL Server,Star rating,Stores and Stock,Strategic Asset Management,Sunguard ,Surveys,Sx3,System alignment, TonySmithHousing, Systemwise,SM,Sequoa,Serros,SP,Scout,score,Swordfish,Serengeti,SOTI,southview,Sunguard,Service Charges,Spotlight Service, Spotlightservice, SunAccounts Template,Task,Terminal Services, tonys , tonysm , tonysmi , tonysmith, tonysmitht, gotonysmith, tableau Business Dashboards, tonysmithth, tonysmiththa, tonysmiththat, tonysmiththath, tonysmiththatho, tonysmiththathou, tonysmiththathous, tonysmiththathousi, tonysmiththathousin, tonysmiththathousing, tonysmiththathousingg, tonysmiththathousinguy, sharepoint, share point Three Star,Today,Total repairs,Tribal,Twitter,U2, tonysmith , tonysmiththat , thathousing , thathousingIT , thathousingITguy ,TED,Tagish Casework,TP Tracker,Telecetera,Tagra,Trace, Totalmobile, Total Mobile, UniClass Enterprise,Unidata,Universal Housing,Universalcredit, universal credit, universal credits,UC,Universe,Unrest, UK, United Kingdom ,Ukhousing,UK Housing, Van Stock,Voice and data,Vantage Sentinel,Version One,Visualmetrics,Voluntas, Wales,Welsh,Windows Server,Workflow and tasking,Wheatley,Works Connect,worksConnect, Xmbrace,XML ,XenApp,Xen App .

(Lack of data) Protection

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You cannot have missed the news headlines last week, surrounding South Staffordshire Housing Association, better known as HousingPlus, had leaked thousands of resident details onto the internet. Read more about it here.

Frankly, there is little that can be said about that, except that SSHA are really sorry. Hope is, that they can 'guarantee' nothing similar can happen again. In reality, to put tenant details like that on the internet, takes a great deal of effort.

Now sometimes it takes a malicious current/past employee with access to do so, adding  a secret Easter Egg (which happened to me once), or some self service portal glitch? Sounds like the latter here, if so it would be good to know what application so we can all avoid in future. Here we have certainly SeenMoreData than expected.

My take is actually that most employees, in IT or other teams, try to do the best they can, and would feel pretty beat up about something, that could have been prevented like that. Well, I doubt if we will really know, but what precautions should we be taking. What could we learn, so it does not happen to us?

Well structured self service portals adequately insulated from SQL injection type attack is a great start. Last week it was revealed that even the UNIX BASH shell can be susceptible to that type of compromise. Have you had your website certified by some third party, to prove its security and stability for your auditors?

How well protected are your staff laptops? Are they well secured and encrypted with Bitlocker (or similar)/Pin/Fingerprint reader, on TPM chip enabled machines? Are your mobile devices trackable by GPS location and are you utilising MDM (Mobile device Management) software, to protect them? Is any data on those encrypted and could it be remotely wiped, if needed? Does the MDM already adequately segregate work and other apps? You may already lock down laptop USB ports, to discourage loose unencrypted data being available at large, on those types of memory sticks.

Be sure to educate staff on these risks and their responsibilities, and have them sign to say they have understood this, as well as everything else organisationally, they need to understand. The best encrypted laptops in the world can be easily compromised by users writing their password on a post-it, stuck to it. I wont reveal who I saw doing this last week, but your laptop password was clearly '0pen2esame'.

Robust testing of software and procedures another one. Everyone, everywhere seems to test less and less these days. It might be because of lack of staff, or we are not so old skool any more. More than ever, we have layers on layers, on layers. Testing takes time, but more downtime is wasted if problems get through and disrupt normal operation. If 100 staff are unable to work properly for 2 hours, the IT team might not think that too serious. But thats about 5.4 person weeks wasted right there. Surely its worth putting that effort in?

Sometimes, just the use of an external 'Critical Friend' can identify a number of data protection risks, as well as some historic measures, that probably need to be revisited.

What price do you put on that embarrassment factor? Well we would have to ask SSHA on that one. Did any staff lose their jobs over that one, or suppliers contracts terminated? What would you do with such a breach? Lets hope you never have to deal with one.

Related Post: If a data breach had been made and put on twitter by one of your customers, would you know about it?

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Massive Attack - Protection.
(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009

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