Data leaks are frequent. How does enterprise knowledge management protect data security?

As enterprises undergo intelligent transformation, knowledge management has become critical to enhancing competitiveness. However, with the widespread application of large AI models, concerns about data leakage and security risks are increasingly prominent. The challenges posed by AI hallucinations undermine the accuracy of knowledge retrieval while integrating large models into knowledge bases introduces potential risks at multiple stages. Balancing the convenience of intelligent systems with robust data security and compliance has become an urgent issue for enterprises to address.

Challenges in Data Security for Knowledge Management

1. AI Hallucination:
   AI hallucinations affect the accuracy of AI-generated search results, shaking employees' trust in large models.

2. Data Leakage Risks:
   Risks such as unauthorized access during AI training, knowledge transfer, retrieval processes, and data transmission in public models pose significant threats to data security.

Best Practices for Ensuring Data Security

In response to these challenges, HelpLook offers a comprehensive intelligent knowledge management solution that prioritizes data security.

1. Robust Security Partnerships

• Alibaba Cloud Elasticsearch

  • A search partner that isolates each customer’s data into separate applications, preventing data leaks and ensuring data integrity.
  • Supports HTTPS and TLS 1.0, 1.1, and 1.2, earning an A rating from Qualys SSL Labs.

• Alibaba Cloud RDS (Relational Database Service)

  • Network Isolation: Deploys dedicated clusters within unique Virtual Private Clouds (VPCs) with firewalls, ensuring that third parties cannot access private data.
  • End-to-end Encryption: Encrypts all network traffic with TLS, with configurable minimum protocol versions.
  • Static Data Security: Encrypts stored data on encrypted storage volumes.

2. Enhanced Authentication and Access Control

• Employs advanced identity authentication techniques to ensure only authorized users can access or modify data.
• Access permissions can be tiered, allowing only necessary personnel to view or edit specific data.
• A secure API system grants access only through properly authorized API tokens, giving businesses control over project data access.

3. Data Loss Prevention (DLP) Solutions

• Data is stored in remote databases hosted by Alibaba Cloud RDS, composed of multiple clusters to eliminate downtime.
• Disaster recovery and backup plans include daily, weekly, and monthly backups stored for up to one month, ensuring quick recovery during unforeseen events.

4. High-Resilience Infrastructure

• Scalable DNS: Routes users to the best endpoint based on location, latency, and operational status.
• Cloud Snapshots: Regular daily, weekly, and monthly cloud snapshots provide a reliable recovery solution.
• Incident Management: Established processes for reporting, investigating, and resolving violations.
• Alibaba Cloud CDN: Accelerates the delivery of applications and customer documents by ensuring content is served from the nearest node.

5. Expert DevOps Team

• A multidisciplinary team proficient in security and cutting-edge technologies ensures swift deployment and monitoring.
• Automation in testing and continuous integration enables early detection and resolution of software defects, reducing vulnerabilities.

6. AI Services with Data Security

• Data remains isolated under individual accounts, with no cross-user access.
• HelpLook integrates large GPT models via Azure OpenAI, adhering to Microsoft’s rigorous standards for data privacy and security.

For more information about HelpLook's security measures, contact us today or schedule a demo with our experts.

Practical Measures for Enterprises

Enterprises can adopt the following strategies to enhance data security:

Set Access Permissions for Websites and Documents

Utilize HelpLook’s built-in access control system to regulate permissions. This ensures that unauthorized automated attacks, such as password guessing or brute force cracking, are mitigated.

Verification codes can further prevent unauthorized access, safeguarding the knowledge base.

Assign User-Specific Access Levels and Expiry Dates

Administrators can configure access controls to restrict employee permissions. Websites can be made private with shared passwords accessible only to authorized personnel.

Disable AI Training for Sensitive Content

HelpLook allows administrators to disable AI training for specific articles, preventing sensitive information from being used in AI responses.

Regularly Back Up Knowledge Base Content

Backup and recovery functions safeguard against accidental deletions or system failures, ensuring the security of critical information.

Grant API Keys Minimal Permissions

Limiting API key permissions helps secure data and prevents unauthorized modifications.

HelpLook’s Commitment to Data Security

In today’s landscape of frequent data breaches, data security in enterprise knowledge management is a core issue that cannot be ignored. HelpLook is committed to treating your data with the highest level of responsibility, continuously strengthening security measures, and ensuring a smooth transition to intelligent transformation.

If you have any questions or suggestions regarding our data security practices, please reach out to us anytime. Experience HelpLook today for free!