The process for disposing of digital information
The paper cites a 2012 CGOC survey about the state of information in enterprises. Apparently, 69% of retained information has no legal or business value. Low value information includes: short-term reference files; orphaned files; outdated or superseded files; upgrades, safety, and litigation copies; outdated storage technology; and technical duplicates (that may or may not be deletable)
The benefits of eliminating this information include: reduced litigation and productions costs ($18K per GB); reduce employee cost; storage/infrastructure TCO; litigation and compliance risk; better predictive capability.
Not surprisingly, the EDRM heralds its own IGRM reference model. Basically, it provides an information lifecycle model that moves information through create/use to retain/archive to dispose. Movement ultimately depends on issues like business/profit; privacy and security; IT efficiency; RIM; and legal.
EDRM notes that people are a huge part of the digital disposal issue. Different groups provide different perspectives:
- Senior leadership provides support for an information governance program.
- Business units can identify what is important to them on an ongoing basis.
- Information security/privacy/compliance needs to have input.
- Legal must provide insight on the legal hold expectations and processes.
- Records management maintains the retention schedule and provides guidance on naming conventions, deduplication, etc.
- IT must maintain all infrastructure and police actual retention and disposal.
- provide master retention schedule
- provide taxonomy
- IT can then interpret how to deal with un-managed or legacy data
- identify data for legal hold
- define process for collection
- identify the information it creates
- identify the information it uses
- classify retained information
- ensure that industry and regulatory obligations are met.
- manage information based upon business value and duty.