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.