Are You a Data Hoarder? I Bet You Are
Data hoarding during migration, or at any time, can be an issue. Many organizations find low storage prices not to be an issue regarding data glut. Frequently, the end user saves information on a just in case basis. According to the Compliance, Governance, and Oversight Council (CGOC) Conference in 2012, it is estimated that 69% of content can, and should, be deleted. Studies have shown that the amount of dark data, or data that the IT team is unaware of, both on-premises and in the cloud, is a serious and growing problem. In the cloud environment, it is often personal data that is being stored and shared, with no thought given to the security or confidentiality of the content.
Best practices recommend content optimization before migration, which is quite simply cleaning up the glut of content that has no value and is redundant, outdated, and trivial (ROT). It is surprising how records that were never declared, and how much confidential or sensitive information that should have been handled separately, surfaces during this activity. Few organizations classify data when content is created, based on the organization’s business needs. This ties back to the inability to recognize or find content that is no longer needed, or has no value, and so can be deleted.
Now you are going to tell me that you don’t know how to do it. You could do it manually, but by the time you have finished the reason for migrating will be long gone. Using automatic complex multi-term metadata generation, auto-classification, and taxonomy management, you simply enter your parameters into a workflow and, amazingly, what you are looking for is returned, whether it be undeclared records, security violations, duplicates and near duplicates, or just plain garbage.
One of the most overlooked issues is that all that garbage is returned in the results when the end user performs a search. All that garbage comes right back at you. No wonder employees are stressed and productivity is at an all time low.
Do you have quite a bit of ROT? Come on, admit it. Would you like to get rid of it?