It’s International Information Governance Day: Time to check-in with your information (yes, it misses you!)

In celebration, the following is a reminder about good data hygiene—because your data deserves a spa day, too. Proper data and information governance includes updated policies, procedures and controls managing data throughout its lifecycle—from its creation or receipt, through its use, maintenance and storage, to disposal. Only data and information needed to satisfy an organization’s legal, regulatory and business obligations should be designated as Records and properly retained pursuant to the organization’s retention schedule. Transitory, duplicated or obsolete data that is no longer needed for business purposes and is not subject to a current legal hold should be disposed of or deleted. Think of it as Marie Kondo for your files: if it doesn't spark retention, thank it and let it go.

Benefits of Good Data and Records Management 

• Making data and information easier to locate, leading to greater operational efficiency (and fewer "Where did I put that?!" moments)

• Reducing costs associated with managing and storing unnecessary data and information (your budget will thank you)

• Improving compliance with legal and regulatory requirements

• Reducing privacy and cyber risks associated with over-retention

• Assisting in the proper use of Gen AI tools (because even robots like clean data)

Risks of Poor Data Management (a.k.a. The Cautionary Tale Section)

• Being unable to locate the data and information you need when you need it resulting in reduced productivity and potential data loss

• Increasing costs for the company for storage, lost employee time and eDiscovery (money that could have gone toward better snacks in the break room)

• Adding potential litigation risks involving the discovery of redundant, obsolete or trivial unfavorable information that was retained longer than it should have been retained (ghosts of emails past can come back to haunt you)

• Increasing regulatory risks in the form of fines and increased oversight by specific agencies

• Increasing risk of greater volumes of data implicated in a potential data breach causing reputational harm (the more data you hoard, the bigger the mess if it spills)

Be good to your data and it will be good to you!