Our most recent blog explored the dangers of PST files and puts the question to HR and legal teams on whether they should have a greater appreciation of personal data storage practices within their respective companies. Furthermore, it gives evidence to our question on whether HR & Legal teams should be challenging their IT departments further.
It is clear that PST files carry a risk of preventing your company from being compliant with relevant laws. Furthermore, they also carry the risk of causing serious damage to your company’s reputation and financial position. However, what can be done?
Below outlines what can be done immediately to prevent the risk of PST files and therefore gives you a solution to take to your IT departments.
PST migration and discovery. In order to eradicate the risk of PST files, a company needs to have greater control and understanding of the data they hold and store it in a way which allows this.
The first place to start is in understanding your data. Specifically with PST files this includes the discovery of all PST files within the estate and the centralised reporting of results. From this, a clear indication of the size of the PST issue can be understood with reports outlining the size and location of PST files along with further useful metadata including PST ownership and last accessed date.
Using flexible reports, the business can make key decisions relating to the PST files in order to determine the most appropriate course of action for each one. This may include the deletion of some PST files or the migration of the PST content into a secure, centralised repository such as O365 or email archive.
Benefits of a successful PST discovery and migration project include:
Increased security. The migration of PST files to a hosted archive adds encryption and security to data. Furthermore, the fact that data is no longer stored on personal storage devices such as memory sticks, limits the risk of data being lost or stolen.
Control and accessibility. An archiving solution will give IT departments greater access and control over data and its use. The IT administrators will have the ability to stop users in the company from creating further PST files and storing data anywhere.
eDiscovery. Finally, a concise and clear archive solution will consolidate the data held within your company. Meaning that it will be easier and quicker for the full data set to be searched for specific information. This is key following any future Subject Access Requests (SARs) or for internal company information searches.
To conclude, it is therefore clear that PST files possess an immediate threat to your company and its ability to be compliant with current laws. It also carries a risk for employees and the data they hold and use everyday.
*A PST Surgery is a complimentary service held by TrueSwift that would consist of a 1:1 call with one of our expert consultants. It will cover off PST trends in the market, options available to your business and answer any questions you may have.