Data retention & compliance don't have to be a headache

”Data is like water: too much and you drown, too little and you dehydrate.”

If you are responsible for data retention and compliance, you know how quickly this can become a headache file. Regulations such as ISO 27001, GDPR and DORA are constantly changing and placing increasing requirements for data management. Meanwhile, the amount of data continues to explode: in the past two years, together, we have created 90% of all existing data. But here's the crux: 80% of them no longer have any business value. And then this: 65% of the companies have now collected so much data that they can't even organize or analyze it anymore. (Source: Splunk, The State of Dark Data Report).

The trick is to find the right balance. If you keep too much data, the costs and risks increase. If you keep too little, you risk legal problems. Data retention is about one question: what do you keep, how long, and when do you throw it away? Manually, this is a huge job. Fortunately, there are tools that make your life a lot easier, such as Microsoft Purview.

Okay, we'll admit it: if Microsoft Partner we may be a bit biased. In fact, we think everything Microsoft develops is cool, interesting and useful. 😉 But with Microsoft Purview we are really excited. Why? Because it's a tool you probably already have and that you just need to set up smartly. It integrates seamlessly into your current environment and is continuously provided with new updates and innovations thanks to the Azure cloud. Microsoft Purview helps you manage and implement your data retention policy automatically, a game changer if you want to stay compliant in a world where regulations are only getting tougher.

But where is the biggest problem with data retention? Exactly: unstructured data. Think of information that is not neatly stored in a CRM system, but is scattered everywhere. How many resumes are left in your mailbox? How many emails containing personal information should have been deleted long ago? Which files on SharePoint have exceeded the retention period? And then there are hundreds of versions on OneDrive... You get the idea: without good management, data retention quickly becomes a headache.

Our mailboxes are unconsciously turning into archives.

We often keep data for fear of losing something important. As a result, our mailboxes unconsciously turn into archives. The result? Not only higher risks, but also overcrowded systems and sky-high storage costs. And perhaps even more frustrating: it is becoming increasingly difficult to find the right information quickly. In my next article, I'll further discuss the impact of too much and outdated data on your AI ambitions.

With regulations such as DORA and ISO 27001 a well-thought-out data retention policy is not a luxury, but a must. It's not just about complying with rules. Good data management can also have a huge impact on your costs and reputation. Careless handling of data can lead to fines or even reputational damage. For example, the Cloud was not properly protected by dozens of Dutch companies and that had a huge impact.

The more data you collect, the greater the risk of data breaches. That's exactly why we at TeamValue are always keen on this: if you don't know where your data is and who has access to it, it becomes almost impossible to manage those risks properly.

But back to Microsoft Purview. Because if you want to address this problem within your organization, this is the game changer. Purview helps address data retention and compliance in a structured way. It enables organizations to gain more control over data without all those endless manual processes.

Benefits of Microsoft Purview

Just a few advantages at a glance:

1. Automatic data retention and governance

With Microsoft Purview, you can easily set a retention policy. As a result, data is automatically stored for the right period and deleted at the right time, without the need for manual actions.

2. Insight into sensitive and risky data

Purview offers advanced capabilities to automatically scan and classify sensitive data, such as personal data and financial information. This gives you continuous insight into where risky data is located, so that it can be effectively protected.

3. ISO 27001 & DORA compliance support

Microsoft Purview supports a wide range of certifications and compliance standards. In addition to ISO 27001, DORA, and GDPR, Purview also helps you comply with other important regulations and standards such as:

• HIPAA (Health Insurance Portability and Accountability Act): To protect sensitive patient data.

• CCPA (California Consumer Privacy Act): To protect consumer privacy in California.

• NIST (National Institute of Standards and Technology) Cybersecurity Framework: To improve the security of critical infrastructures.

• SOX (Sarbanes-Oxley Act): For financial regulation and reporting.

4. Less risk, lower costs

By using Microsoft Purview, you can not only reduce your storage costs, but also minimize the risk of fines and data breaches. It makes data management easier, more efficient and more secure.

With the updated version of Microsoft Purview we have already helped various organizations with the implementation. We'd love to share our best practices with you. Well, not everything. Some insights fall under our unique way of working, The Golden Path. Of course, we'd love to tell you more about that over a cup of coffee. 😉

Microsoft Purview implementation

1. Start with the basics

Makes sense, right? But without a thorough preliminary investigation, you'll get stuck later. First, map all data flows:

• Where does the data come from?

• What happens to it now?

• What should be preserved and what can be removed?

In addition, check the specific industry and sector rules. Are they already being applied, or are new processes needed?

2. Involve your employees

Interview them. How do they deal with data? What should be kept and how do they shape it? This insight is crucial for a successful implementation.

3. Time for action: a change plan

How do you set up the data retention policy and how do you implement it? Take into account an ongoing operation:

• How do you ensure that freshly cleaned data is not contaminated by still unstructured data that is collected during the implementation phase?

• How do you prevent old habits from coming back?

4. Integrate Purview smartly into your existing systems

Take advantage of your current infrastructure and automate workflows. This way, you can improve compliance without additional complexity.

5. Don't forget your most important asset: your employees

Purview gives you control, but success depends on the people who work with it. Ensure:

• Trainings and workshops

• Clear communication about data retention

• Regular updates on new features

6. Manage Purview

Legislation and regulations are constantly changing, and so is your retention management. Ensure that Microsoft Purview remains up to date, that signals are identified and picked up in time, and take timely action to get the most out of them.

Want to know more? Follow our webinar

‍Data retention and compliance don't have to be a headache. Especially not if you use the right tools and strategies. Want to learn how Microsoft Purview can help you? In our webinar, together with my colleague Xander (Data & Cloud Architect), I share our insights on how to effectively implement the platform in your organization.

Want to have a chat about Purview's possibilities? I'm only too happy to do that. Send me a connection request, contact me [email protected] or call +31 655384241

Watch the webinar and learn how Microsoft Purview can help you.