During this webinar, we’ll walk you through the “3 Gates to Digital,” a structured approach designed to guide you through the critical steps of digitization.
When it comes to data storage, bigger isn’t always better.
The head of the Records and Information Management Practitioners Alliance cautioned the Australian government against prioritizing data storage expansion over sorting through essential information, likening it to “data obesity-related diabetes caused by indiscriminate hoarding and a failure to delete the junk.”
Many organizations make the same miscalculation, thinking that buying more space to store their ever-growing data deluge will solve their problems. While this can temporarily alleviate problems, it doesn’t address the biggest challenges organizations face in records and information management—determining which files to keep, which can be deleted, and how to manage compliance across the board.
In the ever-expanding digital landscape, where digital technologies such as AI, IoT, and cloud computing are causing data to proliferate at unprecedented rates, organizations must figure out how to effectively manage data while ensuring compliance, security, and efficiency. Navigating this effectively starts by fully understanding why increasing storage is not the remedy it is often touted as.
Acquiring and maintaining additional storage space incurs significant costs, not just in terms of hardware but also in terms of maintenance, energy consumption, and potential security risks. This expenditure can quickly spiral out of control, particularly when organizations fail to implement robust data management strategies.
Storing vast amounts of data without a clear understanding of what must be retained for compliance reasons can leave organizations vulnerable to regulatory fines and legal repercussions. Without proper data governance measures, organizations risk non-compliance with data protection regulations such as GDPR, HIPAA, or CCPA.
More data means more entry points for cyber threats. Without adequate security measures in place, organizations risk data breaches, unauthorized access, and data leaks, which can jeopardize sensitive information and damage their reputations.
Navigating through a sea of unstructured data to find relevant information is akin to searching for a needle in a haystack. This inefficiency not only hampers productivity but also erodes employee morale and engagement.
During this webinar, we’ll walk you through the “3 Gates to Digital,” a structured approach designed to guide you through the critical steps of digitization.
Given these challenges, what strategies should organizations adopt to effectively manage their data without relying on excessive accumulation? Here are a few key considerations:
Organizations should implement robust frameworks establishing clear policies and procedures concerning data collection, storage, retention, and disposal to ensure effective data governance. Develop comprehensive policies that define how data is handled from the moment it is collected until its eventual disposal. Prioritizing data governance ensures compliance with relevant regulations and standards while minimizing legal and financial risks.
Embracing data classification is essential in managing the security and accessibility of data based on its importance and sensitivity. Organizations should set classification standards, define categories, and classify data based on its importance, sensitivity, and relevance to business operations. Adopt metadata tagging and labeling to facilitate easy retrieval and management of information assets.
Develop a structured approach to managing the data lifecycle from creation to disposal. Define retention periods for different data types and establish procedures for archiving or securely disposing of obsolete information. By setting up secure protocols for disposing of data that is no longer necessary, you ensure data privacy.
Leverage advanced analytics and machine learning technologies to gain insights into data usage patterns, identify redundant or obsolete data, and optimize storage resources effectively. Employing predictive analytics to anticipate future data generation and storage needs can aid in proactive data management.
Creating a data-conscious work environment involves regularly training employees on best practices for data handling and security protocols to enhance data management. Promote awareness and accountability among employees regarding their roles and responsibilities in data management. Implementing initiatives that recognize and reward proper data management practices among teams can promote a culture of data responsibility.
Collaborate with experienced Records and Information Management (RIM) professionals to develop tailored solutions that address unique challenges within your organization. Leverage their expertise to aid in designing and implementing sophisticated data management systems and maintain a relationship for continual support and updates to data management strategies as technology and regulations evolve.
The solution to the data deluge lies not only in acquiring more storage space but also in adopting a holistic approach to data management. By incorporating sound information-management principles and practices, organizations can navigate the digital age’s complexities confidently and efficiently.
To learn more about how Access partners with organizations to combat data overload and embrace the principles of lean, efficient data management, click here.
Embrace RIM Efficiency with Access
To learn more about how Access can improve your data classification, file indexing, and information management practices with our tech-powered solution, Access Unify™, click here.
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