For the last several years A&E has been helping Americans “clean out their closets” through the show “Hoarders.” Almost every episode reveals another family who cannot seem to give up all the stuff they’ve been saving year after year after year. It might be that businesses need a version of “Hoarders” to help them face up to all the data they’ve been saving that needs to be purged. Every day too much data storage is costing companies unnecessary expenses and creating unnecessary risks.
Data Hoarding Creates Expenses
As data backup has become more and more routine in most businesses, the habit of saving unnecessary files “just in case” has become routine. According to data management consultant Anne Kershaw, up to 80 percent of the files and folders being stored in backup have not been accessed for three to five years.[1] This unused data continues to compound and soon organizations are paying to store data that is no longer used.
Data Hoarding Creates Risks
There is a greater cost than storing unused data: exposing secure data. “Rule No. 1 in data-breach prevention is that they can’t steal it if you don’t have it,” says Alan Brill, senior managing director of Kroll Advisory Solutions. “It would be a lot better if people remembered that one.”[2] Brill points out that certain types of data must be saved and stored due to legal requirements, but companies save for more data than they need or will use.
As storage costs began to drop, many companies began saving everything. For some companies, their data management policies fails to include a data retention policy that outlines terms of duration. As a result, some data that should be deleted is saved, stored and sometimes even discarded in non-secure ways.
This form of hoarding creates unnecessary risks, and could result in pricey fines in case of a data breach. By deleting unneeded data you can automatically reduce risks. As Kershaw says, “Thieves can’t take what you don’t have.” But now here’s the problem: some companies don’t even know what data can be deleted.
Dean Gonsowski, senior eDiscovery counsel for Symantec, says that “when you talk to organizations, they say, ‘I know about 10 to 15 percent of what I have is valuable. I just don’t know how to distinguish it from the other 85 percent.” How do you discover that 85 percent?
Cal Slemp, Protiviti Managing Director, suggests better data classification can help. Earlier this year, Protiviti conducted a survey on IT security and privacy standards, policies and practices. In their “2012 IT Security and Privacy Survey,” Protiviti found that 81 percent of companies surveyed have some form of retention and destruction policies, but some companies simply have a default policy of saving everything forever.
Slemp suggests that is companies will begin classifying data appropriately, they can “gain a significant advantage in terms of cost savings, operational efficiencies, and legal and regulatory compliance.”[3] By improving the process of categorizing data data and connecting these categories to specific deletion policies, companies can begin a process of more effectively reducing hoarded data.
[1] Anne Kershaw. “Hoarding Data Wastes Money.” Baseline, April 16, 2012 <http://www.baselinemag.com/c/a/Enterprise-Content-Management/Hoarding-Data-Wastes-Money-455589/>
[2] Ericka Chickowski. “Delete Data to Delete Risk.” Dark Reading, May 16, 2012
[3] Cal Slemp. “2012 IT Security and Privacy Survey.” <http://www.protiviti.com/ITsecuritysurvey>

