Webinar: Reclaim Storage Capacity with Defensible Deletion

Reclaim Storage Capacity with Defensible Deletion

Presenter: Jim McGann, Index Engines

Simply stated, information is either an asset to an organization, or it is a liability.  This idea isn’t new. Organizations retain far too much data. Managing corporate data, both current and legacy, is now more critical than ever.  Defensible deletion of content that is no longer required for business, compliance or legal purposes is a new strategy to recoup capacity and reduce the need to purchase new storage.   In fact, industry analysts state that anywhere from 40 to 60% of existing online data can be purged as it has no business or legal value.

This webinar show how to implement a defensible deletion policy and how to reduce your storage expenses and managing liability associated with user data.


Defensible deletion and litigation readiness

Defensible deletion is the key to litigation readiness

It is much easier for an organization to save everything versus making decisions about what data should be retained and what should be purged. In fact, many organizations naturally archive all user data on a weekly basis and send it offsite for safe keeping. IT organizations have been backing up data to tape for years and stockpiling it in remote storage vaults. Users are guilty of hoarding data as well. Many users archive their email to local pst’s and also save copies of documents and files on remote servers for safe keeping. Understanding what data exists in the enterprise, where it is located, who has copies, and what should be kept according to policy and legal requirements, has been a complex and mysterious undertaking.

In today’s legal and regulatory climate it is not a wise decision to save all user content. Smoking gun emails frequently have negative impacts on key lawsuits. Sensitive working documents that are no longer required for business purposes often end up in the wrong person’s hands creating a corporate liability. Files and email from ex-employees can easily become a burden to any firm if kept online or even in offline backup tape archives. Developing a sound corporate policy that satisfies legal, compliance and regulatory requirements is critical in today’s climate.

A Litigation Ready® environment is one where the data required to support a lawsuit is readily accessible, preferably in a legal hold archive. A defensible deletion strategy is one where user data is known and either archived or remediated according to policy. Litigation readiness is more of a reactive strategy. Defensible deletion is more of a proactive strategy. Either way, comprehensive knowledge of user data along with sound legal policies is required.
Index Engines is architected to add intelligence to enterprise-class environments. Scanning a wide range of data sources including, online networks, email servers, and offline backup tapes, to provide a profile of the content. All documents, corporate email, hidden pst’s, and legacy content backed up by IT. Only Index Engines can provide this breadth and depth of knowledge across all enterprise data assets. Organizations use this knowledge to create data profiles of the content, profile the data, and architect robust policies that will support current litigation and future requirements.

Once data is indexed and policy is created, it is easy to take action on the data. This process is not only a “house cleaning” operation to clean up old data sources, such as legacy tape content, but also an ongoing process to manage data created during the normal course of business. Archiving what is required for long term retention and purging what is no longer required. The technology is now available to turn this into a reality. No longer does it make sense to retain everything, the risk is too great. Learn how to incorporate a defensible deletion and litigation readiness strategy within your organization.

Get more information on defensible deletion and litigation readiness at www.indexengines.com or email info@indexengines.com

As another company settles with the FTC over data privacy violations, Index Engines says breaches are preventable

In wake of another FTC fine resulting from exposure of personally identifiable information, enterprise information management provider, Index Engines, says the technology exists to avoid security breaches and fines.

HOLMDEL, NJ – Nearly 300,000 people allegedly had their Social Security and credit card numbers exposed when unencrypted backup tapes and other data storage belonging to Cbr Systems, Inc were stolen from a vehicle; causing the FTC to hand down drastic penalties over the next 20 years and an information management provider to preach ‘an ounce of prevention.’

Index Engines, a leader in enterprise information management and archiving solutions, watched the essence of what they help companies avoid happen as the FTC required Cbr Systems to establish and maintain a complete information security program and submit to independent security audits every other year for 20 years.

“Index Engines helps companies reduce their liability and security risks by profiling electronically stored information so they can quickly, easily and affordably see what they have,’’ Index Engines  Vice President David Ballard said. “This process helps make breaches preventable because organizations know immediately where sensitive data resides within the enterprise and can secure it according to policy.”

Index Engines allows users to map out the type, location and age of data, enabling companies to determine the disposition of the content in order to maintain compliance to regulations governing electronic data. 

Along with metadata, Index Engines enables companies to govern themselves with a Personally Identifiable Information (PII) search that finds and accesses sensitive content including unencrypted data, social security and credit card numbers. This standard search would have protected Cbr Systems’ information.

“Most companies have sound information governance and privacy policies, but they don’t have the capability or knowledge to enforce them,” Index Engines Vice President Jim McGann said. “The solutions are out there, companies just need to be proactive in understanding what they have or it will be a case of what you don’t know will hurt you.”

Index Engines also says this is not the first FTC data privacy charge that could have been prevented. Last year the FTC charged Wyndham Worldwide and three affiliates after credit card numbers were kept in plain text files that resulted in the electronic theft of credit card data. Index Engines allows users to search emails, files, PDFs, servers and legacy tapes and determine if they are at risk for security breaches.

“When you look at all a company risks from having a data privacy breach – fines, penalties  and the loss of consumer trust – there’s no viable reason enforcing your data privacy policy shouldn’t be the first line item on your budget,’’ McGann said. “Affordable, efficient technology exists to avoid security breaches and protect PII.”



Mystery Backup Tapes Solved

Understanding what is on old backup tapes can be expensive and time consuming.  In most cases you wouldn’t care what was on legacy tapes, however today’s legal and compliance policies require defensible management of these user archives.

Index Engines new Backup Tape Cloud Service delivers detailed access to user files and email on legacy tapes, without the need for the original backup environment.  Special offer now through November 30th so you can understand what is on mystery tapes, and get access to specific files and email.

  • LTO/DLT/AIT/etc tapes backed up using NBU/TSM/BUE/etc can be searched and browsed to review the tape contents, including specific email within Exchange and Notes.
  • Detailed reports are also available that profile the user data on tape, the file types, dates, original locations, and more.
  • Individual emails and files can be extracted to support legal hold requests.

The process is easy, send tapes to our cloud lab and we will process them and allow you to review the content using a secure browser based interface.   Special pricing available through November 30th.  Contact us today to learn more.

Concerns Grow Over Intellectual Property Release

What Can Be Done to Stop Leakage of Intellectual Property?

The place to start is with developing a repore between Legal, IT and Records.  Together this team should work collectively to address risk, policy, compliance, security, and information value questions.  An action plan may include these basic steps which starts with understanding what data you have and where it lives.

Identify where data lives within the environment.  This starts with preparing an enterprise information identification map that may be used to evaluate meta data, authorship, content and data life.

Read Entire Article>

Welcome to the Defensible Deletion Blog

It is much easier for an organization to save everything versus making decisions about what data should be retained and what should be purged. In fact, many organizations naturally archive all user data on a weekly basis and send it offsite for safe keeping. In today’s legal and regulatory climate it is not a wise decision to save all user content.

On this blog discussions will be on how to change the “save everything” mentality, tools to help, best practices, and what other organizations are doing.

Learn more about Defensible Deletion


A blog by Index Engines