Information governance initiatives can be improved by incorporating data deletion practices. This will provide many operational and cost-saving advantages. Retention policies should outline what type of data you want to keep, for how long and on which devices employees may use it for business purposes. Policies will be influenced by factors such as compliance obligations, workflows, or case needs. Artificial Intelligence is a powerful tool that can be used to delete data. AI-based reductions for eDiscovery, for example, provide legal teams with a more targeted data set, saves time, pinpoints key issues faster, and streamlines resolutions.
Data reduction leads to better organization, lower storage cost, fewer documents that need to be reviewed during a case or investigation, and freed up resources. This can also have many benefits for the environment that are often overlooked.
Data’s Influence on the Environment
Many people don’t consider the physical presence of data in the world. Although sending emails and texts is a better alternative to snail mail, it still requires energy to operate. Unneeded data is stored on devices and in the cloud, taking up space as well as energy. Think about all the spam and subscription emails that are sitting in different inboxes. Good Planet found that the average American had 500 unread emails in 2020. This is a significant amount of energy and carbon dioxide. This is just one data source. New technologies will only increase data availability. Organizations are using new tech and operating on hybrid models. It is vital for those who have committed that they will prioritize environmental initiatives to consider how their business practices relate to their carbon footprint. Reduced data usage means less server space and therefore, lower energy consumption. This goal can be achieved by being proactive in information governance and AI implementation.
Four Data Reduction Tools
Most organizations consider data deletion and reduction as strategic factors. Here are practices to implement or strengthen that will not only enhance operations and efficiency, but also reduce an organization’s carbon footprint.
-
Retention protocols: Information governanceThis is an ongoing effort that aims to manage information from multiple perspectives, with multiple objectives. There is always room to improve. Organizations should review their retention policies at least once a year to ensure compliance, migration needs, duplicate files, and other concerns. To improve retention processes, it is important to consider environmental goals. Consider whether employees are saving the exact same document or graphic in multiple locations. This will reduce internal clutter and decrease the environmental impact of multiple copies being saved.
-
Communication controlsEmail and instant messaging are two common places where data builds up. This means that more server storage is required. Analysts found that an average office worker receives 121 emails each day, which is equivalent to 0.6 tons CO2e per year. Policies regarding deletion and subscription allowances for work email are important. Messaging systemsThese are small steps that can reduce fossil fuel consumption. A good option is to automate deletion after a set time period on messaging platforms. Email oversight is a little trickier to automate, as so much content variety exists in a person’s inbox. This area could use some training and management checks-ins to ensure compliance.
-
Early Case AssessmentTAR and similar tools have been used by legal teams for years during the eDiscovery phase. A new trend is to use AI tools at the beginning of a case or investigation in order to cull datasets, and focus review. This eliminates the need to host, review and exchange data with opposing parties. Legal teams are also capable of Get insightsThese can be used to aid in settlement negotiations, case strategy, valuation, and other matters. The downstream effect can reduce energy consumption and speed up settlements. Data Center Knowledge estimated that data centers consume about 1% of all global electricity each year in 2020. This percentage will only grow with increased digitization. Every little effort can make a big difference.
-
Other AI avenues: There are many innovative AI solutions available that can help solve different business problems while also reducing data. AI can be used to migrate to the cloud so that only documents that are specifically for business use are transferred. Legal holdIf you have compliance requirements, move to the storage system. Automated tools can help you classify data and determine what data to keep and discard. Also look for cloud providers that build sustainability into their models when vetting potential partnerships, as the provider’s efforts will translate to the organization.
Identifying process gaps can help organizations see where AI can be used to reduce human error, improve efficiency, and increase productivity. A case or investigation can be made more efficient by using layers. You should also explore contract management and contract analysis. Privacy compliance. Simply put, having less data to review or human intervention will ultimately reduce energy consumption. AI-generated data insights can help organizations determine if they are meeting their carbon footprint goals. It is possible to incorporate environmental concerns into workflows. This allows for auditing, additional training, and changes in processes to improve sustainability efforts.
Conclusion
Organizations can reduce their carbon footprint by using the above mechanisms. They can also transform business practices, meet compliance obligations, and improve efficiency. This is a win/win situation that opens up opportunities for growth. Education and oversight are key to success and the formation of new habits throughout the organization. You can use data insights to measure progress and effectuate change. These steps are likely to be being taken by organizations on their transformation journeys. However, it is important to be aware of the importance of sustainability and incorporate it into your planning.
[View source.]