Instead of accepting the issue of Dark Data as inevitable and unavoidable, M-Files Corporation, a provider of solutions that dramatically improve how businesses manage documents and other information, argues that businesses need to develop the ability to identify and efficiently manage information at all phases of the lifecycle.
Julian Cook, Director of UK Business, M-Files, states: “Many define Dark Data as information assets that are created and used only once. But it is a deeper issue than that because even content that is actively used for a period of time can turn into Dark Data when organisational and project priority changes. Active information that becomes inactive is typically left where it was and is easily forgotten. To make matters worse, employees often recreate data when they can’t quickly find their copy. Duplication and recreation therefore multiply the incremental volumes of any data that subsequently goes dark.”
“We’re beginning to see many businesses taking a proactive approach to recycling their Dark Data by harnessing best-in-class enterprise content management (ECM) solutions. The current business climate requires more thorough record keeping and the ability to produce evidence for quality control, compliance, legal actions, risk mitigation, and more.”
Julian continues: “Employees waste excessive amounts of time searching for misplaced or lost information and often must re-create content assets that cannot be located. Instead of ignoring the problem, businesses need to develop the ability to identify and efficiently manage information throughout its lifecycle. Some data should go dark; once it has served its purpose, it can be archived appropriately based on retention rules, to simplify any future discovery requirements.”
The identification of legitimate dark data allows it to remain visible only to authorised individuals. For example, if an information asset contains sensitive information about employees or confidential activities, it can be encrypted and protected with access restrictions.
“Metadata-based ECM solutions can greatly simplify the classification and identification of Dark Data versus active assets. Content can be tagged in a manner that enables it to be accessed and synced between various systems and devices, with no duplication of content. Information is not tethered to a specific location, it is freed from the confines of applications, platforms and information silos,” added Cook.
“Injecting more intelligence in your data essentially makes it greener – the assets live longer and can be used by more people. In many cases, dark data never stays dark for long, since it can be regularly recycled for uses that go beyond the original intent.”
“The benefits and saved time add up quickly. Decision makers can achieve better results as they are able to find and use all relevant information, and productivity goes up for all of the knowledge workers in the organisation since everyone will spend less time looking for misplaced information,” concluded Cook.
