Document digitization has numerous benefits—think cost savings, increased productivity and efficiency, and improved data accuracy and compliance. Still, many in the aviation industry have concerns about data security and the threat of cyberattacks.
It’s critical to implement strategies to keep sensitive data safe throughout its digital lifecycle. To that end, we’re sharing best practices that will protect sensitive information when digitalizing documentation. With these tips, businesses can reduce the risk of security breaches while enjoying the benefits of a resilient, digitized operating model.
The Impact of Document Digitization on Data Security in Aviation
The future of aviation is digital. But with many stakeholders involved in aviation operations, document digitization can be a challenge.
Poor data management leads to missing records and incomplete or incorrect information. It also hampers your ability to search for and locate records. This can be detrimental to achieving regulatory compliance and can cause operational delays and financial losses. Data mismanagement also increases security risks.
For instance, successful cyberattacks and unauthorized access to sensitive information can lead to monumental financial and reputational loss, air traffic disruptions, and even fatal accidents. Threat actors target a range of data sources to achieve their goals, from passport details and high-value credit card information to aviation intellectual property and intelligence.
At-risk systems include in-flight interface devices, flight history servers, passenger reservations, passport control, cargo handling, and shipping systems.
Aviation increasingly relies on complex IT systems for air travel. While new technologies improve the quality of aircraft operations and safety, they also create an interconnected data ecosystem that broadens the potential attack surface. To avoid these risks, aviation companies need a comprehensive records management solution.
Expert Insights: Industry Leaders on Document Digitization in Aviation
When it comes to cybersecurity, aviation companies should keep a close eye on emerging trends to mitigate data breaches and security risks. Aviation stakeholders must evaluate their current physical and digital security strategies and determine how to respond to rising threats—especially when undertaking a document digitization project.
For instance, easyJet and United Airlines Holdings are both highly ranked for their data security practices. Each faced a data breach and had to strengthen their data protection.
In May 2020, a data breach compromised the personal information of 9 million easyJet customers. So, the airline implemented a robust data and cyber risk governance structure. A dedicated information security team performs security logging and monitoring, penetration testing, and vulnerability scanning. EasyJet also facilitates an employee data security education and awareness program.
United Airlines also launched a powerful cybersecurity protocol after a 2015 data breach. The company now emphasizes the importance of employee education around data security threats. With strict information security policies in place, United Airlines employs an internal network system for continuous risk assessments and system monitoring.
While employee education should be a priority, it’s also essential to ensure your entire data system is designed with a security-first approach. This means your systems should detect and stop threats before they become problematic.
In addition, stakeholders should use multiple security disciplines. Data security structures involve a range of solutions, from network, endpoint, and application to wireless, content, and cloud protocols. While each security protocol can perform well independently, they create a much stronger wall of defense when combined.
Compliance Considerations for Digitized Aviation Records
When it comes to the secure and responsible handling of data, it’s important to consider compliance with two key regulatory laws and bodies: the General Data Protection Regulation (GDPR) and the Federal Aviation Administration (FAA). Both aim to ensure the secure handling and protection of personal and sensitive data.
The GDPR is a comprehensive privacy regulation that applies to how individuals’ personal data is processed within the European Union (EU). When digitizing aviation records, organizations must obtain clear and informed consent before collecting personal data. In addition, technical and organizational measures must be in place to protect personal data from unauthorized disclosure.
FAA regulations focus on the safe and efficient operation of aviation activities within the United States. When undergoing document digitization, organizations must follow proper data security protocols to protect sensitive flight and maintenance records.
Aviation companies must also ensure the integrity and accuracy of digitized records to comply with FAA reporting requirements. In addition, they need to implement data retention policies to ensure records are retained for the required period. Regular audits and assessments are needed to verify compliance with FAA regulations.
Best Practices for Ensuring Data Security in Digitized Aviation Records
The initial switch to document digitization can be overwhelming. However, there are proven best practices and strategies that aviation companies can apply to ensure the security and integrity of digitized records:
- Data Encryption: To protect data from unauthorized access, encrypt it both at rest and in transit. Strong encryption algorithms and protocols ensure the data remains unreadable if stolen. Aviation companies can protect passenger data, flight plans, and maintenance records with encryption algorithms.
- Access Control: Strong access control ensures that only authorized personnel can access sensitive information. This includes unique user password protection, biometric authentication, and multi-factor authentication.
- Security Audits and Penetration Testing: This can help identify potential weaknesses in the security infrastructure. By simulating real-world attack scenarios, organizations can assess the effectiveness of their security measures and identify areas that need improvement.
- Backup and Disaster Recovery Plan: Regularly back up data to secure off-site locations. Test the restoration process to verify data recoverability and have a well-defined plan for responding to and recovering from data loss incidents.
- Employee Training: Annual or semi-annual training for employees is a must. Most cyber-attacks originate from obtaining login information from employees. MFA (Multi-Factor Authentication) is one way to help prevent this and remind employees about the types of phishing scams that threat actors employ.
In addition, a robust digital records management system helps organize and categorize data. This makes it easier to locate and access accurate information when needed. It also enables companies to retain and dispose of records properly, ensuring compliance with data protection regulations. With all records centralized, aviation companies can securely share documents both within and outside the organization.
A platform like ProvenAir significantly simplifies and speeds up document digitization without compromising security. It uses proprietary algorithms and artificial intelligence (AI) to scan and sort records.
The Future of Document Digitization and Data Security
Document digitization is the next step in the airline industry’s digital evolution, but it’s not without risks. Missing, incomplete, or incorrect records and limited search functionality render digitization nearly worthless. Plus, digital files face cybersecurity threats.
A robust digital records management system like ProvenAir streamlines document management, data capturing, and communications. From thousands of related documents, ProvenAir can instantly identify data errors, missing paperwork, and operational gaps. What’s more, this efficient processing system is designed uniquely for the aviation sector.
Gain more value out of your data. Contact the ProvenAir team today.