Legacy Data Cleanup

What is Legacy Data?

Legacy data is all information that is ”inactive” – data that is stored in physical or electronic format and is not currently understood, used or managed. This includes tremendous volumes of data accumulated in files and data stores originally saved for specific reasons – disaster recovery, business needs, retention and preservation processes – that has since outlived its value.

*definition from CGOC The Council

What are some examples of legacy data?

• Emails• Reports• Excel Files• Word Documents• PDF Documents• SharePoint

Content

• Images (e.g., .jpg, or .gif)

• Media (e.g., mp3, .wma, or .wmv)

• Text Files• PowerPoint

Presentations

Why is it a problem?

1. Potential liability in the event of a compliance audit or lawsuit

2. Costly in terms of storage due to the tremendous volume generated each year

3. Unproductivity – studies show that 25%-35% of a workers time spent looking for data results in only 50% success

What are your options to manage this data?

1. Preserve the Data (archive indefinitely)2. Ignore the Data (risky denial)3. Analyze, Organize and Eliminate (best practice)

How do you analyze, organize and eliminate data?

1. Conduct a mindful discussion with all business teams (IT, Legal, Operations, HR, etc.) to establish goals and guidelines.

2. Craft a living Information Governance document that includes policies and procedures on how all data will be handled.

3. Adopt technology to automate and audit the enforcement of your data retention policies.

How can Sherpa help?

• Discover legacy data with an Attender Online inventory.

• Enforce data policies across distributed unstructured data repositories including files, Exchange content and SharePoint.

• Deploy quickly and access anywhere via web browser.

• Data stays securely within your organization.

Want to learn more?

1. Register for a Free Demo2. Free Trial3. Contact us for a little more information

www.sherpasoftware.com