File share remediation strategically reduces the volume of files maintained, thus reducing the amount of storage space an enterprise utilizes. This makes for optimized, less expensive file content management practices that benefit organizations in critical ways.
- Allowing organizations to gain insight into unmanaged file content.
- Reducing risk by analyzing and remediating content to an archive for ongoing retention management.
- Enacting defensible disposition should the information not be required. Eliminating redundant, outdated and trivial content based on an organization's retention rules, allows organizations to compliantly reduce their overall volumes of information.
With the data explosion of recent years, data archiving has come to the forefront as organizations work to maintain hosts of systems that produce diverse types of data.
An enterprise archive can support a wide spectrum of business applications, as well as ensure regulatory compliance for data retention, data immutability and audit trails, as well as making archived information widely available and easy to retrieve by authorized users.
Defensible disposition is the process by which an organization routinely carries out records and information destruction. When it comes to moving forward with a file share remediation strategy, designing projects and programs to carry out key practices assure your delivering on your defensible mission.
In order to achieve defensible disposition, stakeholders from an organization’s IT department must collaborate closely and transparently with records and information management (RIM), legal and business entities within an organization to construct an information retention and disposition strategy ideal for today’s digital enterprise.
The first steps toward file share remediation rely on defining Information Zones and Domains using the file share. Information Zones are functional areas of an organization such as Legal and Human Resources, whereas Domains are the areas within the functional areas, such as Contract and Benefits.
- Determining the zone and the domain provides insight into the expected types of records in the file share as well as is the first alignment to corporate policies.
- Mapping zones and domains provides guidance in prioritization of the overall remediation effort and leads to the development of business rules.
- The ultimate goal of file share remediation is to retain the valuable information necessary to meet the organization’s business, legal and/or regulatory objectives and obligations.
Additionally, the effort will ensure that information no longer useful to the organization is deleted in a defensible manner as well as make information more accessible through classification and tagging to increase findability.
The Remediation Effort
The remediation effort must be based on a solid information governance process directed by your companies’ policies and procedures. Today’s increasingly digital enterprises face a host of complex challenges when it comes to implementing, managing and maintaining information governance and records management processes.
In today's world just deleting data might not be enough to remove all traces of data from digital and electronic records. Increasing concerns about privacy and security means electronic data disposal must be carefully and systematically handled to minimize the risk of illegal or unauthorized access to information.
Did You Know? Paragon Solutions offers a File Analysis & Remediation Solution that can be applied to many use cases: corporate policies, litigation analysis, IT storage utilization, decommissioning of legacy systems and more. Learn more