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The Hidden Liability in Legacy Data

By Jim McGann
January 26, 2011

IT organizations around the world are charged with protecting corporate data assets. All data, including sensitive executive e-mail and intellectual property documents, is managed by IT for the purpose of safekeeping. Lawyers and legal staff are now starting to participate in the process of managing corporate records. Policies are being developed that help manage the corporate liability around data and ensure that information is not only protected and available, but also handled according to corporate policy. This emerging area is known as Information Governance.

Wikipedia defines Information Governance as “the set of multi-disciplinary structures, policies, procedures, processes and controls implemented to manage information on all media in such a way that it supports an organization's immediate and future regulatory, legal, risk, environmental and operational requirements.” Organizations that face frequent litigation or regulatory oversight are quickly implementing information governance strategies. However, these strategies commonly focus on the current or online data assets, and often neglect the hidden data. The latter is found in historical archives that typically consist of legacy backups of corporate networks. It is common for large organizations to have tens or hundreds of thousands of backup tapes stored in offsite vaults gathering dust. These vaults are protecting the tapes from corrosion and destruction, ensuring they are kept in readable condition. Since these corporate records are not going anywhere, they need to be included in the information governance strategy in order to control the potential hidden liability. Out of sight cannot be out of mind.

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