The “save everything” data strategy has become costly, inefficient and risky for legal teams across the globe.
Understanding what user data exists, where it’s located, who owns it, and why it’s being kept is a necessity every company strives for, yet data is horded and stockpiled causing data discovery and management costs to increase annually along with risk of additional lawsuits.
Legal departments must work with IT to understand what exists and develop a policy that will protect the organization from harm and long-term risk. This discovery process is developed through data profiling, or the mapping of user data, which sheds light on content and helps refine and define policies, effectively discovering and managing potential liabilities before they strike.
A thorough data profile will uncover metadata and provide the legal team with a comprehensive view into what data exists. This in turn allows companies to manage data more effectively and control long term risk.
For example, many organizations do not know the location of or how to manage user created pst files, which represent mini-archives of sensitive email.
A data map not only uncovers all pst’s, but shows who owns them and when they were last accessed or modified. Using this information, an organization can determine if pst’s are a liability and create a plan on how to best manage them.
Companies can determine the disposition of user content, move what is required by compliance onto legal hold, eliminate potential PCI compliance violations, secure sensitive content in the corporate archive and purge data that no longer has business value.
Data profiling is the first step to mitigating unseen compliance risks and additional litigation discovery costs. Start protecting yourself with a profile of your most sensitive sources of data whether it’s specific departmental servers from finance or senior executives, or legacy backup tapes.
Once you discover what data exists, you can effectively manage it and create an enforceable governance policy and archiving strategy going forward.
Discover more about using data profiling to your advantage in this free white paper, “How to use Data Mapping to Manage Liability”