Hello everyone.

First of all, in recent years, words such as "information leaks" and "security incidents" have been appearing frequently in the news.
It is often thought that this only applies to large companies, but in fact, it is small and medium-sized enterprises that are at greatest risk.

This is because having a limited number of staff to handle a large workload makes it easy for mistakes and oversights to occur.

Among these, what is increasingly being requested by the national government, local governments, and business partners is "Strengthening governance"When"Responding to the security measures evaluation system".
However, the reality is that many small and medium-sized enterprises say, "I don't know where to start" or "I don't know how to prepare the documents."

Therefore, in this article, we will explain how to create an environment where "rules that anyone can follow are followed " by leveraging Microsoft 365 & Power Platform and addressing the challenges faced by small and medium-sized enterprises .

"Governance barriers" faced by small and medium-sized enterprises

First of all, governance is a system for operating a company correctly and safely.
This may sound like a difficult term, but in the real world it manifests as the following challenges:

① Information is scattered and no one understands the whole picture

Customer lists are stored in Excel spreadsheets in the sales department, contracts are stored on the general affairs department's PC, and daily reports are sent via email...
In this state, it is not clear which information is correct and which is the most up-to-date information.

②Permissions are unclear, so anyone can access files

"All shared folders can be viewed" and "Passwords are the same" are common practices in small and medium-sized businesses.
However, in today's world, this is a major cause of information leaks.

3) Excel and paper operations tend to be personalized

Applications are written on paper, case management is done in Excel, daily reports are sent by email...
In such an environment, mistakes and personalization are inevitable.

④I can't create security-related documents

Even when a business partner asks us to tell them about the current status of their security measures, it is difficult to even summarize the current situation.

If any of these issues (1) to (4) apply to you, then you are already in a position where you need to strengthen your governance.

How should I respond?

The key is to "systematize" and "automate."

There is one reason why governance doesn't work:
"Even if you make rules, they are not followed due to busy schedules or habits."It's because

In other words, it's important to create a system that people follow, rather than a set of rules that must be enforced .

This is where Microsoft 365 and the Power Platform can really help.

Why Microsoft 365 & Power Platform are effective in strengthening governance

We will clearly explain why even small and medium-sized enterprises can easily get started and the points that actually strengthen governance.

① Centralized information management makes it clear where things are

With Microsoft 365 and the Power Platform, files, emails, customer data, applications, daily reports, and chats are all consolidated in the cloud.
As a result,No more "information getting lost".

From a governance perspective, it enables "management of correct information" and "maintaining up-to-date data."

②Authorization can be automatically controlled according to rules

Microsoft 365 and Power Platform have role-based access controls .

・Sales staff can view customer data
・Accounting has access to billing-related information
・General employees cannot view confidential files

In this way, the principle of "only those who need it access the information they need" can be automatically achieved.

This directly leads to strengthening internal controls .

3. Power Platform (Power Apps and Power Automate) creates a system that is "unable to fail"

Excel and paper are prone to human operation and transcription errors.
However, by using Power Apps and Power Automate,
・Input form
・Automatic check
・Automatic notification
・Application/approval flow
With features such asAn environment where mistakes don't happenYou can create

4) Evidence (logs) are automatically left behind, ensuring accountability.

"Who did what?", "When was it accessed?", "What was updated?"
All of these logs are recorded.

This can be used directly as evidence for security measures evaluation systems.

5. Rules can be maintained even without an IT person.

Updates, backups, and security enhancements are all automated on the cloud side.
Since no manual management is required, even small and medium-sized businesses can easily operate it.

Benefits for small and medium-sized enterprises

By leveraging Microsoft 365 & Power Platform and strengthening governance, you can achieve the following:

- Significant reduction in the risk of information leakage
・Eliminating personalization
・Visualization of operations
・Improved efficiency of approvals, applications, etc.
・Reduction of errors and standardization
・Response to security measures evaluation system
・Improved trust from business partners and customers

In other words, you can achieve safety, productivity, and reliability all at once.

Arcus Japan's support

Arcus Japan provides comprehensive support for small and medium-sized enterprises to help them take their first steps:

①Security diagnosis and current situation analysis

We will check the current state of email, shared folders, and data management, identify any security risks, and propose ways to improve them.

② Support for creating governance rules (internal rules)

We will help you create rules that can be used immediately without using difficult language.

3) Digitalization of business operations using Power Platform (DX promotion)

We will turn tasks that were previously done on paper, Excel, etc. into apps and automate them.
Rather than simply creating a system, we provide support by accompanying you, with an emphasis on establishing it in the field.

④Microsoft 365 setup support

We provide support for the initial design of Microsoft 365, migration from existing groupware, and optimization of permissions, file management, and access control.

⑤ Support for preparing documents for the security measures evaluation system

We will assist you in creating documents to be submitted to business partners and documents related to the security measures evaluation system.

⑥ Operational support (continuous improvement)

We will help you maintain governance through monthly reports and improvement suggestions.

Summary: Now is the time for small and medium-sized enterprises to strengthen their governance

Governance is not just a topic for large corporations.
RatherIt is especially necessary for small and medium-sized enterprises that operate with limited personnel..

By leveraging Microsoft 365 & Power Platform, you can create a system where rules are followed even without advanced IT knowledge .

Arcus Japan will be with you from the very first step, supporting safe and efficient company operations.