What are the Challenges in Regard to Data Management?
The fact that there are many ways to tackle and overcome each particular issue in today’s world does not exactly simplify the process of defining a suitable solution. Moreover, data management is mostly accompanied by a range of challenges that need to be addressed individually.
The first premise is that the data must be available, whether the users are at the office or on the road. They want to have access, regardless of where they – or the data – happen to be located.
Storage Space / Cost Optimization
Another issue is to reduce the data to information that is truly business-relevant and thus to ensure optimization of storage space and costs. After all, excessive amounts of “data garbage” will inevitably mean outsized, overly long backup procedures and added storage space requirements, which in turn leads to higher storage costs and a massive increase in the time it takes to locate important information.
General Data Protection Regulation / GDPR
Information is also key to compliance with certain requirements defined in the GDPR. The right to erasure (“right to be forgotten”) strengthened the entitlement of users to receive information about their personal data and to obtain verified erasure of this information on request. But this can only work if a company has the necessary technical equipment at its fingertips to filter and erase information – as well as to provide reports on the process.
Audit & e-Discovery
Unfortunately, it is not uncommon for companies to be taken to court and forced to disclose their data. In today’s data jungle, searching for the relevant and correct data can become a truly laborious, Herculean task. But with the right tools, companies can filter the information more precisely even before the case gets going, which can save not only a lot of resources and time, but also a significant amount of money on legal and court fees.
Effective Data Management: Which tasks must a tool fulfil?
A variety of tools are needed with which the data can be
1. Localized, irrespective of whether this means emails or files or whether the information is kept at a local storage location, in a data center or in a cloud environment.
2. Indexed, classified and therefore made searchable.
Once the company is familiar with the data and its contents, it is necessary to 3. implement standardized storage and data minimization in the meaning of the GDPR. The crux of the matter is to root out duplicate datasets from multiple sources in a variety of storage locations, transfer them to a central archive storage and to manage them there. Familiarity with the current data simplifies the search for information in the case of an audit. It is also possible to define policies and configure the system to ensure compliance and audit-proofing.
In turn, this guarantees 4. protection of the data from changes and hence keeps the company safe.
Data and information are in a constant state of flux, which makes it 5. imperative to repeat and monitor all procedures.
The best way to satisfy all these requirements does not have to be complicated! These issues are easiest to deal with using a suite that brings together all the relevant products.
One Way to Ensure Automated Data Management
Veritas has continued to upgrade its archiving solution Enterprise Vault for over 20 years, and it has been reliably ranked among the top solutions year for year. Until just recently, the solutions for email management, file system archiving, SharePoint archiving and classification were offered as separate products with different licensing options.
Now Veritas has released the EV Suite, which unites all of the individual components to ensure automated data management.
File Governance (File System Archiving /SharePoint Archiving und Data Insight)
Legacy Email Ingest
EV Suite is licensed simply and easily on a per-user basis. This grants full access to all components of the suite. The data volume is now irrelevant in regard to file and SharePoint archiving, which protects investments regardless of the steady rise in the quantities of data.
The EV Suite components can be rolled out incrementally and are administrated using a Management Interface. Once archiving has been configured, it will usually run automatically in the background without the user having to deal with any kind of admin tasks. Users will not need much training, as only minimal changes are made to the current system environment, therefore boosting user acceptance and ensuring that the Enterprise Vault Suite delivers noticeable value added.