There was a man from Skegness,
Whose data retention was in a mess;
A report from the regulator,
And too late for the incinerator,
He wished he'd kept rather less.
So how did it come to pass that you're sitting on a 20 year old mountain of digital (and paper) records and it is no one's job to fix but you are accountable for its compliance and retention or some part of either?
First, no one does retention well (yet). The most obvious reason for this is retention compliance on the whole seems to be interpreted as not getting caught by the regulator rather than actually being compliant. But, on this front at least attitudes are changing. Secondly, you might find that it's a people, equipment and policy thing. Does your retention policy state unequivocally clearly what should happen at the end of a document's retention period? Does it say who should do it? My guess is probably not.
DocAuthority are helping businesses work out which files and documents have value and which do not. We use machine learning to do this. It's then a very simple and quick job to implement retention against policies and check who has got access to sensitive data in your estate.
If you have it, you have to safeguard it, maintain its accuracy and ensure data retention periods are respected. Storage might be cheap but managing data most certainly is not.
If you would like to know more or sign-up for a no fee trial deployment of DocAuthority in your organisation, get in touch with the team.
by Alan Weintraub January 2019
by Mike Quinn December 2018