According to a new study sponsored by storage and information management firm Iron Mountain and undertaken by AIIM, around one-in-three organisations has no-one responsible for governing the content of instant messaging (39%), mobile (32%), social media (28%) and cloud sharing content (33%).
In Europe, a normal business now uses as many as 37 different file-sharing services and 125 collaboration services, with approximately 4 million people worldwide using dropbox. To add to this, many businesses are struggling to keep up with older technology such as e-mails, were an average of 121 emails were sent or received per day throughout last year.
The security and monitoring of these technologies is essential due to their use in legal disputes such as leaks of confidential information or in breaches of acceptable use.
“Content management, storage, retention and retrieval policies need to be applied as rigorously to information created and distributed through these new channels as they should be applied to the more traditional data sets and paper records,” urged Sue Trombley, managing director in professional services at Iron Mountain.
“However, this isn’t always going to be an easy task. The challenge of determining which social messages constitute a record and applying a retention rule is going to appear overwhelming for many businesses already overloaded with growing volumes of information in multiple formats. Any failure to take on the challenge is going to expose many an organisation to unacceptable levels of risk.”
Iron Mountain and AIIM recommend following the below checklist to ensure responsible management of information:
Ensure every type of content has an owner: allocate responsibility to records and information management, IT, legal/compliance, marketing or Human Resources, for example
Segment and prioritise content and focus on high priority/sensitive/confidential records
Rigorously implement data capture, retention and deletion policies
Automate the retention and deletion policies
Implement an ECM/ERM system to replace informal online file shares
Create and communicate clear employee policies and guidelines
Outsource data management and storage if required