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

“Data is like water: too much and you drown, too little and you dry out.”  

If you’re responsible for data retention and compliance, you know how quickly this can turn into a massive headache. Regulations like ISO 27001, GDPR, and DORA are constantly shifting, setting the bar higher for data management. Meanwhile, the volume of data keeps exploding: in the last two years alone, we’ve collectively created 90% of all existing data. But here’s the kicker: 80% of that no longer has any business value. And get this: 65% of 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 finding the right balance. Keep too much data, and your costs and risks skyrocket. Keep too little, and you risk legal trouble. Data retention boils down to one question: what do you keep, for how long, and when do you toss it? Doing that manually is a huge chore. Luckily, there are tools that make your life a whole lot easier, like Microsoft Purview.

Okay, we’ll admit it: as a Microsoft Partner , we might be a little biased. We honestly think everything Microsoft builds is cool, interesting, and useful. 😉 But we’re genuinely excited about Microsoft Purview . Why? Because it’s a tool you likely already have and just need to set up smartly. It integrates seamlessly into your current environment and is constantly getting new updates and innovations thanks to the Azure cloud. Microsoft Purview helps you manage and execute your data retention policy automatically—a total game-changer if you want to stay compliant in a world where the rules only get stricter.

But where’s the biggest issue with data retention? Exactly: unstructured data. Think of information that isn’t neatly tucked away in a CRM system but is scattered everywhere. How many resumes are still sitting in your inbox? How many emails with personal data should have been deleted ages ago? Which files on SharePoint have passed their retention period? And don't even get us started on those hundreds of versions on OneDrive... You get the picture: without proper management, data retention quickly becomes a major headache.

Our inboxes are turning into archives without us even realizing it.

We often hoard data out of fear of losing something important. As a result, our inboxes are turning into archives without us even realizing it. The outcome? Not just higher risks, but also bloated systems and sky-high storage costs. And perhaps even more frustrating: it’s becoming increasingly difficult to find the right information quickly. In my next article, I’ll dive deeper into the impact of having too much outdated data on your AI ambitions.  

With regulations like DORA and ISO 27001 a well-thought-out data retention policy isn't just a luxury; it's a must. It’s not just about following the rules. Good data management can have a huge impact on both your costs and your reputation. Being sloppy with data can lead to fines or even damage your brand. For example, the Cloud wasn't properly secured at dozens of Dutch companies and that had a massive impact.  

The more data you collect, the higher the risk of data breaches. That’s exactly why we at TeamValue are always on the ball: if you don’t know where your data is or who has access to it, managing those risks becomes nearly impossible.

But back to Microsoft Purview. If you want to tackle this problem within your organization, this is the game-changer. Purview helps you handle data retention and compliance in a structured way. It lets organizations gain more control over their data without all those endless manual processes.  

Benefits of Microsoft Purview

Here are a few of the benefits:  

1. Automatic data retention and governance

With Microsoft Purview, you can easily set up a retention policy. This ensures data is automatically kept for the right amount of time and deleted at the right moment, with no manual effort required.

2. Insight into sensitive and high-risk data

Purview offers advanced features to automatically scan and classify sensitive data, like personal and financial information. This gives you continuous insight into where high-risk data is located so it can be effectively protected.

3. Support for ISO 27001 & DORA compliance

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 key regulations and standards, such as:

• HIPAA (Health Insurance Portability and Accountability Act): For protecting sensitive patient data.

• CCPA (California Consumer Privacy Act): For protecting the privacy of consumers in California.

• NIST (National Institute of Standards and Technology) Cybersecurity Framework: For improving the security of critical infrastructure.

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

4. Lower risk, lower costs

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

With the updated version of Microsoft Purview we’ve already helped various organizations with their implementation. We’re happy to share our best practices with you. Well, not everything. Some insights are part of our unique approach, The Golden Path. We’d love to tell you more about that over a cup of coffee. 😉

Microsoft Purview Implementation

1. Start with the basics

Sounds logical, right? But without a thorough preliminary investigation, you’ll get stuck later on. First, map out all data flows:

• Where does the data come from?

• What’s currently being done with it?

• What needs to be kept and what can be tossed?

Also, check the specific industry and sector regulations. Are they already being applied, or are new processes needed?

2. Get your team involved

Interview them. How do they handle data? What needs to be saved and how do they go about it? This insight is crucial for a successful rollout.

3. Time for action: a change plan

How do you set up the data retention policy and how do you implement it? Keep the ongoing operation in mind:

• How do you ensure that freshly cleaned data doesn't get cluttered again by unstructured data collected during the implementation phase?

• How do you keep old habits from creeping back in?

4. Integrate Purview smartly into your existing systems

Leverage your current infrastructure and automate workflows. That’s how you improve compliance without adding extra complexity.

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

Purview gives you control, but success depends entirely on the people using it. Make sure to provide:

• Training and workshops

• Clear communication about data retention

• Regular updates on new features

6. Take control of Purview

Laws and regulations are constantly changing, and your retention management needs to keep up. Make sure Microsoft Purview stays up to date, that alerts are spotted and handled promptly, and take action in time to get the most out of it.

Want to know more? Watch our webinar

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

Want to brainstorm about the possibilities of Purview? I’d love to. Send me a connection request, reach out at [email protected] or call +31 655384241

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