Edina’s media and technology services team is a leading member of the Minnesota Technology Leadership Team and is recognized for its significant achievements in marshalling technology to transform learning for students. Contributing to these achievements was an initiative to go Google that took place early in 2010, using mail, documents and sites for its teachers and students.With the enhanced collaboration came the need to support the organization from an operational perspective, manage data exposures, and comply with internal governance procedures and regulations.

“We realized that we needed additional tools to be able to respond quickly to e-Discovery requests, comply with regulations and effectively manage risky data exposures,” said Edina Public School’s Director of Media and Technology Services.

eGRC – for Google Docs and Sites

“CloudLock allows us to quickly respond to e-Discovery requests giving us an effective way to comply with regulations like HIPAA and CIPA, and helps us manage risk by controlling the exposure of sensitive data,“ said the Director of Media and Technology Services.

CloudLock enables organizations to fully enjoy the collaboration benefits and cost savings of the cloud while still performing all the management tasks and processes they need to fulfill different aspects of e-GRC.

The following CloudLock features help schools and other organizations meet their eGRC requirements:

E-Discovery – CloudLock supports the various steps of the e-Discovery process and makes it easy for organizations to produce the necessary documents required for litigation hold:

• Search to find all the relevant documents based on meta data and keywords. CloudLock’s advanced search capabilities give users the ability to search ALL the documents created or shared with your domain (including documents that you are not shared on explicitly).
• Copy and store relevant docs in a protected area where they cannot be deleted or modified by end users
• Extract the relevant documents for further processing

Governance and Compliance – CloudLock provides the visibility and control needed for compliance with Google Docs and Google Sites:

• Full visibility into all documents and sites in the domain
• Control permissions and access rights to enforce access controls by adding or removing collaborators, changing ownership, and changing collaborator access rights on all documents and sites in the domain
• Ongoing monitoring and alerting of the entire domain with email alerts on newly exposed documents and changes in permissions for existing documents
• Complete audit trail of all activities and changes performed. CloudLock provide a tamper-proof audit trail for changes and searches done via the application as well as a full audit trail for all user permission changes

Risk Management – with CloudLock domain administrators gain access to a consolidated dashboard that provides an overview into users, documents, sites and exposure classification for the entire domain:

• Exposure classification of all the documents and sites in the domain
• View changes in ownership and changes for every document created or shared with your domain. Use ad-hoc reporting to see what has changed between any two dates
• Bulk operations to secure sensitive documents

“CloudLock allows us to perform data and exposure management. The various reports allow us to find and secure exposures and gives me an effective way to monitor usage, growth and collaboration patterns,” said the Tech Specialist at Edina Public Schools.