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March 4, 2020

Move from Data Negligence to Data Knowledge

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Move from Data Negligence to Data Knowledge

No one likes to be told they are being negligent about something. After all, in the age of information, it’s easy to learn everything you need to know to ensure you’re as informed as possible. However, when it comes to an organization’s documents, many companies are being negligent – and no amount of Googling “how to better organize my content” will solve their problem. It’s much bigger than that!

In a Gartner report, “How to Move From Data Negligence to Effective Storage Management,” there is a focus on a balance between good infrastructure and well-informed operations leaders. That is the prescription to negligent records keeping and storage management.

How can you make sure you’re on the road to data knowledge, not data negligence? It’s as easy as 1-2-3 (ok it’s not, but let's have a look!)

Start With the End in Mind: Understand the Organizational Philosophy, Policies and Plans for Data.

Make sure you consider the plans for the entire organization, not just your department or business unit. Tough decisions need to be made about items such as data retention policies, defensible deletion, role-based access, security policies and more.

Create and Present a Full Map of the Corporate Data to the Appropriate Parties.

It’s important to look at more than just the file statistics, but also metadata, operational statistics, text, flow, and more. Use intelligent document and data transformation software to determine the size of the problem – which is often 50%-100% bigger than estimated, according to Gartner.

Map the Location of the Corporate Data: It's Moving to the Cloud.

As much as 50% of corporate data lives in the cloud, and the total amount of data increases year over year. Organization require an intelligent system to enrich metadata with location information, and keep it current as files are often moved around.

Follow Through on Moving From Data Negligence to Data Knowledge.

How can you really be in the know? “Now is the time for action”, according to Gartner. Get the right tools, learn the right processes, and scour your content for every piece of data you can.

It may seem overwhelming, but no one is suggesting an organization can go from data negligence to data knowledge overnight. It will often take companies months or even years before they truly know what content they have, where it is, and what they should do with it.

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