How to save money, enhance business decision-making and minimise compliance risk

Atlanta Thompson

  |  

14 Mar 2021

Data is growing at an exponential rate for organisations of all sizes. IDC predicts worldwide data creation will grow to an enormous 163 zettabytes (ZB) by 2025. At this rate, data is becoming ever more difficult to manage, which if left unchecked can lead to many problems, such as increased storage costs. Particularly if you are storing unnecessary, duplicated and ROT (redundant, obsolete or trivial) data. 

Furthermore, if there is a breach and your data is compromised, there could be avoidable financial loss, reputational damage, operational downtime, loss of sensitive data, hefty data compliance fines and subsequent legal actions.   

You only need to look at the eye-watering sums of the top 5 biggest GDPR fines from last year.  

Source: https://dataprivacymanager.net/5-biggest-gdpr-fines-so-far-2020/ 

 

Data is not static or finite 

We are constantly generating data. It’s essential therefore that organizations have an effective content analysis solution in place to aid with good data management hygiene.  Such an approach will help reduce the chances of a successful data breach (as the relevant security will be more likely to be in place to protect it), reduce compliance risk, increase storage efficiency, and more generally improve the value of data insights which help aid better and more informed business decision making. 

 

What on-going content analysis does 

ROT analysis 

ROT analysis identifies content that is redundant, outdated, or trivial. The analysis informs decisions about whether to keep, edit or delete content. On-going ROT analysis ensures your data is accurate, up-to-date and useable at all times. Storage costs will also be reduced significantly by deleting ROT regularly. 

 

Storage optimization 

The on-going content analysis offers better visibility of your enterprise data storage and helps drive down costs by enabling you to confidently delete unwanted content or migrate it to a more appropriate place. You can also move outdated content to cheaper storage devices or archive it to even more cost-effective cloud storage repositories. 

 

Near duplicates analysis 

Reviewing a large number of documents in a short space of time can put pressure on your resources. To reduce the number of documents that need to be reviewed, it can be useful to identify and discard “near duplicates”.  Near duplicate analysis helps identify textually similar documents and group them so they can quickly be reviewed and filed or discarded as appropriate, thereby helping to save time, money and resource. 

 

User behaviour analysis 

On-going access/user analysis not only provides you with complete visibility into what sensitive content you have and where it is but also lets you know who can access the content, who is using it, and how they are using it.  With this information, you can take measures to mitigate the risk of data breaches, PII, GDPR and external sharing. It enables you to apply controls and policies consistently and accurately, so you can ensure both data security and regulatory compliance. 

 

Proventeq’s Search & Content Analytics services 

Our Search & Content Analytics services blends AI technologies like Natural Language Processing (NLP), advanced search, and analytics, and lends a hand to unfasten the hidden value within your structured and unstructured data (emails, documents, images, etc.). Our implementation teams adopt a strategic approach to simplify complex data issues, which provide actionable insights for better business outcomes.  

We provide integrations with best-of-breed machine learning services, such as Microsoft Syntex, Azure Cognitive Services and Amazon Textract. 

To uncover insights from your content and enhance your business decision making, visit our Search & Content Analytics solution page or book a free discovery session

 

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