Hey everyone!! If you’re anything like me, you’ve probably found yourself drowning in a sea of data at some point. It’s a common issue in today’s digital age, but guess what? There’s a lifeboat, and it’s called ROT analysis.
I recently had the pleasure of participating in a InfoGov World webinar with Gimmal’s Solution Architect, Jeff Tujetsch, and I dove deep into the topic of ROT and how Gimmal’s technology can help in managing Redundant, Outdated, and Trivial (ROT) data.
Here’s a rundown of the webinar as well as links at the bottom to a replay of the webinar and the presentation for download.
Why ROT Analysis is a Must-Do
First off, let’s get one thing straight—ROT analysis isn’t just about decluttering your digital space. It’s about turning your data into an asset rather than a liability. Jeff and I dived deep into the risks and costs of ignoring ROT, from data leaks and hacks to skyrocketing cloud storage costs and even legal repercussions. Trust me, you don’t want to be on the wrong end of a data breach or a lawsuit.
The Triage Process
The biggest challenge? Figuring out what’s ROT and what’s not. Every organization is unique, and what may be considered ROT in one may be gold in another. We discussed various factors like the age of the file, its content, data ownership, extension, location, and size to help you make that call. Here’s a pro tip: If you’re considering migrating to M365, that’s a golden opportunity to tackle ROT head-on.
Microsoft’s IG Arsenal
Microsoft is stepping up its game with tools like Purview, Viva, and SharePoint, making Information Governance (IG) more accessible than ever. When you combine these with Gimmal’s analysis and migration technology, you’re looking at a powerhouse of automated labeling and data management. It’s like having your cake and eating it too!
The Gimmal Advantage
Now, let’s talk about the real MVP—Gimmal’s technology. Jeff Tujetsch showcased how Gimmal Discover and Gimmal Records can make ROT analysis feel like a walk in the park. The programmatic labeling and the ability to review deltas are features that had me nodding my head in approval. It’s like having a personal Marie Kondo for your data!
Audience Question:
We received a great question from the audience that I wanted to call out. The question was, “for organizations that have email deletion policies of say 90 days, etc., what are the best repositories to use to house actual business records after ROT is identified and removed?”
Great question! When it comes to storing business records post-ROT analysis, SharePoint is a solid choice, especially if you’re already in the Microsoft ecosystem. It offers robust compliance features and is designed for enterprise-level document management, but don’t rule out specialized content management systems, especially if you’re in a regulated industry. The key is to move your data into a managed environment where you can apply governance policies effectively.
Key Takeaways:
- Efficient ROT Management: This webinar was a roadmap, a GPS if you will, for managing ROT data effectively. Take look at the webinar and see what you can do to help your organization help deal with ROT.
- Modern IG Strategies: It’s 2023, people! Time to adopt up-to-date Information Governance strategies as part of your 2024 initiatives.
- The Gimmal Effect: If you haven’t looked into Gimmal for ROT analysis, you’re missing out. Big time. I added some screenshots from some of the real-life analysis we’ve worked on with Jeff and the Gimmal technology.
Wrapping It Up
There you have it, folks! The “Untangling ROT: Efficient IG Solutions & Data Management” webinar was like finding a treasure map in a sea of data. If you’re navigating the choppy waters of data management, I can’t recommend Gimmal’s technology enough. It’s a game-changer, and you can take that to the bank!
Thank you to Robert Smallwood and the entire IG World team for hosting the webinar, and a special thanks to Gimmal for allowing me to participate and share some of my insight & experience.
Feel free to share your thoughts and questions in the comments below. Until next time, keep untangling that ROT!
