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When Something Is Rotten You Throw It Out.....Right?

[fa icon="calendar"] Mar 12, 2020 1:58:14 PM / by Shinydocs

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There is no Place in an Organization for ROT (ten) Data

Redundant, Obsolete and Trivial (ROT) data is a significant compliance and governance risk, not to mention the financial risks associated with storing this unnecessary data.  When something is ROT (ten), we can help you safely get rid of it.

The Shinydocs’ Cognitive Toolkit helps you clean things up in a managed, systematic and thoughtful way.  Let’s explore.

In a previous post, Tame your Unstructured Data, we shared how we can crawl the average corporate network and tag results in under 24 hours. After completing the crawl, identifying, and labeling all your data, the next step is eliminating the ROT data.  Cleansing and purging are particularly crucial before migrating to the cloud or ECM.

Even though the cost of storage has gotten progressively less expensive, the actual cost of storing any flavor of ROT data extends far beyond the financial cost. Not only do ROT documents like old emails, meeting minutes, and stale documents bring little value to your company, they can expose your organization to significant risk. These documents contain a wealth of personalized information(PII) and intellectual property that is highly valued and actively targeted by hackers. The goal when storing data is to ensure you are only assuming the costs (financial and liability risk) of hosting data that brings value to your organization.

Best practices from working with enterprise clients around the world.

Redundant Data:

Do you really know how many TB’s of emails, attachments and multi-versions of documents exist in your organization?  We recently worked with a financial services client where over 80% of their data was found to be duplicated across a 90 TB data set.  This data ratio is not uncommon, and now is the time to deal with the dupes.

Obsolete Data:

Obsolete Data’s age and last access date deems it of limited strategic value with more risk than reward. We recently worked with a large governmental client with 600 TB of data and found over 50% was obsolete and presented a PII information compliance risk.

As data gets progressively older, it follows a curve of diminishing value and a defensible disposition strategy must be created and executed. The main question after completing the strategy is determining the best ways to purge the data. Shinydocs will work with you to assess your particular risk profile and provide the tools to safely and securely eliminate files.

Trivial Data:

Trivial data is classified as irrelevant or unnecessary. Much of the data considered trivial appears in the form of emails, memos, chats, obsolete whitepapers, marketing material, etc. The lack of insight into trivial data adds further corporate risk because nobody knows what it contains, and the challenge is compounding at exponential rates due to unprecedented data growth. In a study by IDC titled Data Age 2025, they predict worldwide data creation will grow to an enormous 163 zettabytes (ZB) by 2025. That’s ten times the amount of data produced in 2017 and further complicates the challenge of gaining control of trivial data.

 

There clearly is no place in an organization for ROT (ten) data, and Shinydocs has the tools to help you get ahead of the curve and mitigate corporate risk in the process. 

Topics: Dark Data, GDPR

Shinydocs

Written by Shinydocs

Shinydocs Corporation builds enterprise-class business solutions that allow users to work the way they want. Shinydrive turns any ECM into a drive on your desktop. Organizations can increase adoption, ensure information governance rules and maintain corporate security policies without having to resort to user training.

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