To the extent that the costs for storage fall, companies hold a greater volume of information. However, in Big Data times, it is worth creating policies for data destruction.
Many data are outdated and will never be accessed. They end up accumulating and can hardly be accessed in a systemic way. To improve information management, the best you can do is to get rid of the excesses, creating effective policies. But today, most organizations do not have a structured policy for disposal of information. This context is because there are many “myths” that still surround the relationship between companies and their data.
Myth 1: You need to keep all.
Fact: No rule forces the organization to keep record of all the data produced.
Each company follows specific rules according to the sector in which it operates and, by means of regulatory guidelines, can separate the information that will have usefulness of that need to be preserved in the records (for example in email for business). To separate effectively, which should be stored, the IT manager must have a process of communication with the leader of the legal field. So, create policies that address the laws and capture mechanisms or disposal of data.
Myth 2: It costs nothing to keep.
Fact: Secure retention of data requires high initial investment and maintenance.
Data storage costs are not only high, but also imply costs related to managing the information kept on file, the security solutions that ensure the protection of stored assets.
Myth 3: You cannot identify what can be discarded.
Fact: There are specific processes and solutions for this.
There are two reasons for keeping data stored: They have legal or regulatory value or generate effective results to the business. Through a process of analyzing the flow of information, can identify which meet these divisions. If they are not suitable for any of these categories, can be discarded.
Myth 4: It is very difficult to categorize data.
Fact: It will be much more difficult in the future when their storage infrastructure suffer a crash. So start as soon as possible.
Separate the information that can be disposed of from those that must be kept may seem impossible, but it is not. The initiative requires full integration of the IT manager with the leader of the legal department, as well as other business areas. Only then, can identify the data that do not bring value to the company and nor are linked to regulatory standards in each sector.