Defensible Deletion: Why Data Hoarding Represents Risk and What Organizations Can Do to Minimize It?
Bloomberg BNA article
Organizations are now beginning to understand that there is nothing cheap about holding on to the exploding amounts of data their staff creates. As more employees become attached to smartphones, tablets, and social media, the amount and types of electronically stored information (ESI) that organizations must confront grows exponentially. From both a storage and an eDiscovery perspective, preserving, collecting, and reviewing all this data remains incredibly expensive and time-consuming.
Those involved in records management view the current ‘‘save everything’’ approach as increasingly untenable. According to a recent eDJ Group Survey, more than 96 percent of Information Governance professionals believe that defensible deletion of information is necessary in order to manage growing volumes of digital information. Yet creating a plan for deleting records and documents defensibly is neither simple nor straightforward. Business units, IT, legal, and records management generally have different priorities. Employees are often loath to eliminate their own files, either because they think they may need them again or because they are just too busy. This leaves a wide gap between the growing recognition of the need to delete more data and an effective, technology-aided process for doing so.
In order to bridge that gap, companies need to understand the strategies, tools, and processes they can use to reduce the troves of unnecessary data residing on servers and backup tapes, in the cloud, and on other devices, while retaining data they need or want. By understanding the risk and cost of retaining data, creating strategies for defensible deletion, developing a defensible process, and using the right technology to assist in the process, the legal department can help lead the way in whittling down data to manageable, useful levels.
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Reproduced with permission from Digital Discovery & e-Evidence, 13 DDEE 374, 7/18/13. Copyright 2013 by The Bureau of National Affairs, Inc. (800-372-1033) http://www.bna.com.