ActiveNavigation: “There is a strong belief, both in the public and private sector, that the worst thing you can do with a piece of data is to delete it. The government stores all sorts of data, from traffic logs to home ownership statistics. Data is obviously incredibly important to the Federal Government – but storing large amounts of it poses significant compliance and security risks – especially with the rise of Nation State hackers. As the risk of being breached continues to rise, why is the government not tackling their data storage problem head on?
The Myth of “Free” Storage
Storage is cheap, especially compared to 10-15 years ago. Cloud storage has made it easier than ever to store swaths of information, creating what some call “digital landfills.” However, the true cost of storage isn’t in the ones and zeros sitting on the server somewhere. It’s the business cost.
As information stores continue to grow, the Federal Government’s ability to execute moving information to the correct place gets harder and harder, not to mention more expensive. The U.S. Government has a duty to provide accurate, up-to-date information to its taxpayers – meaning that sharing “bad data” is not an option.
The Association of Information and Image Management (AIIM) reports that half of an organization’s retained data has no value. So far, in 2019, through our work with Federal Agencies, we have discovered that this number, is in fact, low. Over 66% of data we’ve indexed, by the client’s definition, has fallen into that “junk” category. Eliminating junk data paves the way for greater accessibility, transparency and major financial savings. But what is “junk” data?
Redundant, Obsolete and Trivial (ROT) Data
Data is important – but if you can’t assign a value to it, it can become impossible to manage. Simply put, ROT data is digital information that an organization retains, that has no business or legal value. To be efficient from both a cyber hygiene and business perspective, the government needs to get better at purging their ROT data.
Again, purging data doesn’t just help with the hard cost of storage and backups, etc. For example, think about what needs to be done to answer a Freedom of Information Act (FOIA) request. You have a petabyte of data. You have at least a billion documents you need to funnel through to be able to respond to that FOIA request. By eliminating 50% of your ROT data, you probably have also reduced your FOIA response time by 50%.
Records and information governance, taken at face value, might seem fairly esoteric. It may not be as fun or as sexy as the new Space Force, but the reality is, the only way to know if the government is doing what it says it’s through records and information. You can’t answer an FOIA request if there’s no material. You can’t answer Congress if the material isn’t accurate. Being able to access timely, accurate information is critical. That’s why NARA is advocating a move to electronic records.…(More)”.