Digital excessive storage leads to a landscape of digital waste
In the digital age, businesses are grappling with the challenges posed by the exponential growth of data and the human behavior traits that often accompany it. A recent study reveals that 41% of data remains untouched for three years, contributing to a digital wasteland within organisations [1]. This article outlines best practices for managing and reducing digital data hoarding, focusing on strategies that can help businesses avoid cost, security, and compliance risks, particularly in light of GDPR regulations.
First and foremost, establishing retention and deletion policies is crucial. Clear data lifecycle management policies should specify how long data should be retained and when it should be deleted. For instance, personal files could be automatically deleted after an employee leaves, while inactive project folders might expire after one year. Retention labels can be used to flag data requiring legal or regulatory retention, helping to control storage costs, reduce data clutter, and align with compliance requirements such as GDPR’s data minimization principle [1].
Regular audits of all data-bearing devices are also essential. Overlooked hardware like printers, copiers, routers, and other network equipment may contain sensitive information, posing security risks and compliance violations. Mapping and sanitizing all devices in the data lifecycle is key to avoiding such risks [2].
When disposing of IT assets, it is advisable to work with certified IT asset disposal (ITAD) vendors. These vendors provide documented proof of secure data destruction and maintain audit trails, preventing data breaches from discarded hardware and supporting compliance with GDPR and other regulations [2].
Removing duplicates and organising data logically is another important strategy. Periodically removing unnecessary files can reduce storage needs and risk exposure. Clear, logical folder structures and consistent file naming conventions make data management and retrieval easier [3].
Email and cloud storage should also be regularly cleaned. Old, unnecessary emails and cloud files can be archived or deleted, and irrelevant communications should be unsubscribed from. This minimizes data volume and improves security by reducing attack surfaces [3].
Scheduled data cleanups should be instituted to prevent future hoarding. Ongoing, scheduled data reviews and cleanups (monthly or weekly) can help maintain discipline over data growth, and automating reminders or cleanup processes where possible can aid in this endeavour [3].
To avoid tool redundancy, teams should be trained to fully utilize existing collaboration and storage platforms. Duplicating paid tools can hide unused data silos and unnecessary costs [1].
Staying informed on regulatory requirements is also crucial. Keeping up-to-date with GDPR and other relevant data privacy laws ensures that data retention and deletion policies align with these regulations, helping businesses to ensure lawful processing, minimize storage of personal data, and be prepared for audits [4].
Educating employees about the value of information and the costs of risky behaviour is another vital aspect. Employees often contribute to the hoarding culture by downloading trivial files, such as personal music, photos, and cat videos, to company storage [5].
Under the European General Data Protection Regulation (GDPR), businesses cannot afford to hoard non-compliant data, which could lead to huge fines. The low cost of storage, huge email records, and lack of organisational procedures for managing data don’t help solve the data volume issue [5].
In conclusion, by following these practices, businesses can effectively reduce digital data hoarding, lower costs, enhance data security, and maintain compliance with GDPR and other regulations. This, in turn, mitigates risks related to data breaches, penalties, and operational inefficiencies.
[1] Veritas (2021). The Data Genomics Index. Retrieved from https://www.veritas.com/resources/reports/data-genomics-index [2] Veritas (2021). Data Privacy Best Practices for GDPR Compliance. Retrieved from https://www.veritas.com/resources/reports/data-privacy-best-practices-gdpr-compliance [3] Veritas (2021). The 7 Steps to Data Hoarding Recovery. Retrieved from https://www.veritas.com/resources/reports/7-steps-to-data-hoarding-recovery [4] Veritas (2021). GDPR: A Compliance Guide for Businesses. Retrieved from https://www.veritas.com/resources/reports/gdpr-compliance-guide-for-businesses [5] Veritas (2021). The 5 Biggest Data Hoarding Problems and How to Solve Them. Retrieved from https://www.veritas.com/resources/reports/5-biggest-data-hoarding-problems-and-how-to-solve-them
Technology such as data-and-cloud-computing plays a significant role in addressing data hoarding challenges faced by businesses. Regularly implementing strategies like data lifecycle management, audits of all data-bearing devices, IT asset disposal, duplicate removal, logical data organization, scheduled cleanups, employee education, and staying informed on regulatory requirements can help businesses reduce digital data hoarding and mitigate risks such as data breaches, penalties, and operational inefficiencies.
