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Clear out the ROT!

If you were to ask most people what the definition of rot is, you are more than likely to get answers along the lines of "something that's damaged, something that you can't use anymore or something that is decaying or gone bad".

Louise Ozier

25/07/2017


​​​​They might give examples of damp rot or rotten food but ROT in the IT world is an acronym and if you apply the definition of rot to your data it's not far off what this blog is essentially about.

The acronym ROT when referring to IT stands for Redundant, Obsolete and Trivial and it's used when describing your digital data that your business keeps hold of when it has no value. Employees create ROT every day without realising how much this impacts your business.

ROT can be found on network and SharePoint servers, desktops, mobile devices such as laptops and mobile phones, on premise and in the cloud. Its impact can be huge and will become even more of a worry when the new GDPR* comes into force on May 25th 2018.

Reasons to clear the ROT out:

  1. It decreases the need for extra storage.
    Funding extra storage, costs businesses money; not only having to pay for the extra storage but extra storage creates the need for a bigger IT infrastructure (and more IT support staff) and hardware which all rise costs.
  2. Prevents data becoming a liability risk.
    For businesses that are subject to audits, clearing out the ROT is an important part of the process. Businesses need to be able to demonstrate they are compliant within a whole range of regulations and legal guidelines dependent on the sector the business operates in.
  3. Improves productivity in staff.
    The need to quickly access the right information instead of wading through irrelevant documents will increase the delivery of projects and increase productivity on a day to day basis. This in turn increases productivity and profit margins.
  4. Prevents data breaches.
    Clearing out the ROT can be viewed as time consuming and not a profitable use of time. The less information your company has that has no business or legal value reduces the chance of a data breach. If there is a data breach then you open yourselves up to costly legal action that is easily preventable.
  5. GDPR is coming.
    May 25th 2018 is a date that you need to have etched in your brain if you are the owner of a business. The new regulations are replacing the outdated Data Protection Act and is a well needed reaction to the change in how data is stored, transferred and managed. Individual's now have far more rights and businesses will have to ensure that they have the legal consent to process data. All personal data that you hold, where it came from and who you share it with now needs to be documented. Getting rid of obsolete data will help to prevent any breaches of GDPR.

*GDPR(The General Data Protection Regulation) is the European Union's new legislation to protect the personal data of all EU citizens and has evolved from the need to regulate data protection by updating the 1995 Data Protection Directive (DPD). This set of regulations is now out of date due to the increasing advances in the digital and technology world.
Organisations have been given a two-year lead in period to become compli​ant, ending 25th May 2018.​

How can Fuse help you clear out the ROT?

Fuse is a specialist in SharePoint and has an in-house team of consultants. If you currently store terabytes of data held within an on-premise infrastructure and you are worried about GDPR because your data is unstructured and therefore unmanageable, Fuse can help. Fuse implements solutions that help to analyse the data held by your organisation; structure your data; identify unwanted and duplicated data. This is all done quickly and securely.

Once your data is in a manageable format we can provide the tools that will identify and collect GDPR personal information within documents. Workflows can be created to generate documents and automate your requests for "the right to be forgotten".  Not only are we good at it, it will give you peace of mind as you will be preventing any GDPR breaches. Become compliant by binning the ROT!

​If you have any questions or would like to speak to someone about your current system, call 01604 797979 for​ a no obligation chat!


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‘We’d love you to stick around’. But stick around where?3728<p class="lead">Here at Fuse Collaboration Services both our personal and professional email inboxes are receiving a steady flow of emails from companies asking us to stay on their mailing lists. This is the most obvious and public aspect of the new GDPR that is currently being implemented.</p><p>There are a couple of positive side-effects from these new regulations, not least that by forcing you to opt in to mailing lists to make sure you are only receiving what you want to receive a company will really know how engaged you are, making your email address all the more valuable when it comes to marketing.</p><p>Companies have been responding to the GDPR changes by re-working their data management policies, but how much time is being put into how these policies can be enacted day-to-day, especially away from the aforementioned marketing email lists?</p><p>For example, if you have written a policy that says that emails are going to be stored for one year before deletion, how are you going to store them away from an active email server (thereby reducing the burden on a day-to-day server), or keep hold of them once a member of staff leaves? Or what happens if data is accidentally deleted by a member of staff?</p><p>Furthermore, data security is made all the more important as more and more companies opt for a flexible working approach where their staff can work from remote locations, such as home or (dare we say it) a high street coffee chain with its free Wi-Fi access.</p><p>Domestic or public internet access networks are unlikely to have the same levels of security as a company's, which makes it all the more important that any data transfer between a central hub and remote laptop is encrypted and has the latest security.</p><p>Chris Evans of Computer Weekly has highlighted <a href="https&#58;//www.computerweekly.com/feature/GDPR-brings-serious-implications-for-data-storage" target="_blank"> <span style="text-decoration&#58;underline;">five areas</span></a>&#160;which will impact the day-to-day work of the data storage manager under GDPR, including&#58;</p><ul><li>encryption; </li><li>detailed application-to-storage mapping;</li><li>security and audit; </li><li>validation of test and development requirements;</li><li>and collaborating closely with colleagues.</li></ul><p>Ultimately, you need to be able to give all your customers, clients, stakeholders and staff the confidence that their data and documents are stored securely, but also in a way that allows you to respond to data requests quickly and efficiently without having to wade through a mound of irrelevant information.</p><p>You also need to have the peace of mind that any deleted information can be recovered within your policy timetables, whether they be one year, five years, or longer than that.</p><p>There is also a danger that you could be sucked into a one-size-fits-all approach using policy and storage templates that have been designed for organisations that are in a different sector or are of a vastly different size to your own.</p><p>Fuse's data back-up and storage solutions tick all of the boxes you need to have that peace of mind to concentrate on your main business, namely growing as a company, while also being tailored to your specific needs.</p><p>Fuse uses a mixture of cloud-based packages to meet your requirements and allow your staff to access their relevant information <em>securely </em>regardless of where they are working. Our solutions are also easy to monitor by your in-house IT team, so that in the unlikely event of a data breach it can be identified, resolved and reported quickly.</p><div class="well well-lg"><p class="lead">Give us a call on 01604 797979 and we can have a chat about how you can make sure your data policy matches your day-to-day operations and requirements.</p></div> | Chris Wearmouth | 693A30232E777C6675736563735C632E776561726D6F757468 i:0#.w|fusecs\c.wearmouth16/05/2018 23:00:002018-05-16T23:00:00ZData security and rentention in a cloud based infrastructureData security in a cloud based infrastructure14/06/2018 09:56:102278htmlFalseaspx

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