Because not all data is created equal…

There are three main reasons why organisations store data:

1. Intelligence - Fuelling business insight and decision making to drive the organisation.
We maximise the value of this information by protecting it, retaining it as long as necessary to derive value and analyse what it’s telling us about future decisions.

2. Governance - Everything related to keeping the business going, keeping it safe and keeping it legal.
We value this data, so we protect it, retain it and use it keep the business compliant, both legally and commercially.

So, these are two logical sets of data that should be kept. In fact the data used for governance is often needed for intelligence, so those purposes may overlap.

3. And then there’s the ‘Just Because we’ve always done it' data - This includes multiple copies of the same file, potentially redundant versions, temporary information - the ‘stuff’ that gets stored.
In many ways this is a liability – it costs us to store the data and we’re not really in control of what it is, or what it contains.

In our experience this last reason can account for as much as 60% of all storage – IDC suggest that 70% of the copies we store could be eliminated without any business impact.
That’s a lot of ‘digital landfill’ and we should minimise it.

 

SO reasons

Data Cost vs Data Risk

Keeping large volumes of non-essential data leads to two main issues:

ROT Data : No value to the Organisation

Redundant – duplicates and unauthorised copies. This may exist in large numbers in Exchange, File shares and Sharepoint sites.
Obsolete – no longer in use or out of date. This can be determined through the data of creation, last modification or access, or driven by a retention policy.
Trivial – data that has no business use. This may include log and temporary files, or data which has no value to the organisation.

This drives up storage costs, slows systems, increases backup cycles and extends migration projects.

Dark Data : Potential risk & opportunity

This is information which has business value, but requires classification and appropriate storage treatment. It may include:

Personally Identifiable Data (PII) – CVs, NI numbers, HR files
Payment Card Industry (PCI) – credit card numbers
Highly Confidential Data (HCI) – board minutes, contracts, price books
Intellectual Property (IP) – product designs, research projects

This exposes organisations to litigation, security risks, regulatory penalties, loss of earnings and reputational damage.

What is Storage Optimisation and how does it help?

Our Storage Optimisation service uses HP Software's powerful HP ControlPoint application to securely index and report on your information repositories.

Whether your data resides in FileShares, SharePoint or other Content Management Systems, MS Exchange or almost any other system, ControlPoint can scan and index your information, producing actionable reports which will allow you to take steps to reduce and control your storage.

Storage Optimisation will:

- Identify ROT data
- Delete or tier data with stubbing
- Reduce the total data footprint
- Decrease backup and restore timings
- Reduce storage OpEx

Join our Information Governance event

05 July 2016, London

Storage Optimisation

for more information