4 Ways Adopting a PSA Can Help Boost Data Security & Reduce Operational Risk

From evolving AI tools to stricter regulations, the professional services industry is moving faster than ever — but so are the risks. Sensitive client data, fragmented systems, and a growing reliance on AI are pushing IT leaders into uncharted territory. The need for both innovation and airtight security has never been more urgent.

That’s why more and more firms are turning to Professional Services Automation (PSA) solutions. A PSA platform brings project management, resource planning, time tracking, financials, and more under one secure, centralized system. But beyond operational efficiency, a PSA can play a key role in protecting your data and mitigating risk.

To dive deeper into the relationship between PSA, AI, and IT security, we sat down with Taison Kearney, Chief Information Security Officer and Data Protection Officer at Kantata, on a recent episode of The Professional Services Pursuit podcast: Innovation Without Compromise: IT’s Role in Securing the AI Future . With over two decades of experience, Taison has watched the IT function evolve from a traditional support role into a key driver of strategic decision-making and compliance leadership.

“And the key is: how can you provide that access in a compliant manner, so folks have the data to be able to make informed decisions, be able to do their workloads in an efficient manner, and be able to work without the bounds of these strict regulations – but be compliant?”

Here, we break down four ways a PSA can benefit your professional services organization by reducing risk:

#1. Centralized Data Management

The Reality:
Many PS firms are still operating in fragmented environments, with data scattered across spreadsheets, paper files, local servers, and personal devices. While this approach may have worked in the past, it now creates an overwhelming tangle of systems that are difficult to manage — and nearly impossible to secure.

The Risk:
When data lives in multiple, unmonitored locations, the risk of breach, duplication, and data loss increases. As Taison explains, “Historically, PS firms have tracked the resources and projects in spreadsheets. A lot of the data is housed locally on machines. So, based on the maturity of the security posture of their organization, do they have appropriate endpoint management? You’ve got risky data that is on personal machines. Is the ability to use removable media disabled? [These are] all areas where there is the ability to have data leakage.”

Without end-to-end management or data protection protocols in place, firms are leaving the door wide open to data leaks and compliance violations.

How a PSA Can Help:
A PSA solution reduces this risk by consolidating critical data in a secure, centralized system. With fewer data sources and better control over where data is stored and accessed, firms shrink their attack surface and can monitor access more effectively.

With the right PSA, firms can strike a balance between flexibility and control, enabling secure collaboration without unnecessary risk.

#2. Improved Security Posture

The Reality:
Most organizations understand the importance of cybersecurity, but too many take a reactive approach, checking off boxes rather than building a sustainable, proactive strategy. With tools and technology changing faster than ever, that’s simply not enough.

The Risk:
A lack of structure around governance, especially for emerging technologies like AI, can lead to serious consequences.

Without a strategic framework, even well-meaning employees can unknowingly introduce risk. Worse, relying solely on baseline compliance standards, like SOC or ISO, can give a false sense of security. “One thing I would say is don’t just do the minimum,” Taison cautions.

How a PSA Can Help:
The right PSA not only supports day-to-day workflows, it also reinforces your organization’s broader security. By enabling standardized processes, integrated governance, and access controls, a PSA helps IT leaders build a culture of accountability and promote proactive risk management.

“We find extreme value in ensuring that we are on the cutting edge of security for not only our platform, but our internal staff as well,” says Taison. With a PSA, organizations are better equipped to scale responsibly and reduce risk exposure as they grow.

#3. Compliance and Regulation Adherence

The Reality:
Regulatory requirements are constantly evolving. New legislation like ISO 42001 and updates to GDPR are emerging in response to rapid AI adoption and global data usage. Compliance is no longer optional or static; it’s dynamic and ongoing.

The Risk:
If your firm isn’t keeping up, you could be out of compliance before you even know it.

Between complex client contracts, international regulations, and continuous audits, firms are under increasing pressure to prove their compliance rigor — and that takes bandwidth, documentation, and tooling.

How a PSA Can Help:
A PSA streamlines compliance by keeping project and resource data in one place, making audits and assessments easier to manage. These platforms can also automate reporting, enforce user-level permissions, and adapt to evolving standards.

“So many of our clients operate globally,” Taison shares. “Based on the geography you’re operating in, it’s going to have a different legislation that we need to follow. All of those are key to becoming a trusted advisor to our clients.” A strong PSA solution can help you stay ahead of compliance hurdles instead of chasing them.

#4. Empowering the Workforce Securely

The Reality:
In a digitally-connected, global workforce, employees expect seamless access to tools and data from anywhere. They also expect to use new technologies, like AI, to improve their efficiency and decision-making.

The Risk:
If IT doesn’t provide secure access, teams often find workarounds to get the job done, like using personal devices or unsecured channels. That’s when the real danger begins.

By not arming your team with the right tools, sensitive data can find its way into the wrong hands, putting your business — and its reputation — at risk.

How a PSA Can Help:
PSAs are built to empower teams with the tools they need, without sacrificing security. From secure, role-based access to built-in compliance workflows, a PSA ensures that employees can work freely and efficiently, with the protections in place to back them up.

“Having a consolidated source of data is key and fundamental, because it doesn’t impact access to that data,” Taison adds. “[It] allows the folks to be able to perform the jobs with the tools in their hands.” In short: the right PSA helps you enable, not limit, your workforce.

Final Thoughts

IT leaders are constantly navigating a landscape filled with new tools, rising threats, and complex regulations. But you don’t have to choose between innovation and security. A powerful PSA solution can help you do both, by reducing risk, improving visibility, and strengthening compliance, all while enabling your teams to move faster and smarter.

Kantata is built to help you do just that. With secure, scalable PSA tools tailored for the professional services industry, Kantata empowers you to lead with confidence.

Listen to the full episode: Innovation Without Compromise: IT’s Role in Securing the AI Future w/Taison Kearney