Custodian Filtering

Custodian Filtering allows data to be associated with the employee (custodian) responsible for creating, receiving, or managing it.

By isolating and filtering data by custodian, enterprises can streamline eDiscovery, accurately meet compliance requirements, and reduce the risk associated with handling large volumes of information.

Custodian Filtering ensures relevant data is securely preserved in a manner accessible for investigations.

Poorly Managed or Structured Data

Poorly managed or structured data can lead to increased storage costs, expose an organization to regulatory penalties, and complicate the EDRM process. Planning for data like this is an integral step in planning your data migration.

By ensuring that data is well-structured and managed, organizations can mitigate these risks and streamline their data migration processes, ultimately leading to more efficient operations and compliance with regulatory standards.

Limitations of Current Tools

Many of the leading tools including Purview have limitations including: not capturing content from external sources like CRMs, collaborative software, and messaging platforms creating critical gaps in data governance due to the magnitude of unstructured data.

This data poses a risk not only for organizations who adhere to GDPR, HIPAA, and Rule 17a-4, but also results in data being retained in difficult-to-search data silos.

Hyperlinked Files

Collaboration tools like OneDrive allow users to send each other files, the contents of which are not retained by archiving platforms like M365. The data within these links can be altered, with only a certain number of versions being saved. If a user’s data is placed on hold, it won't contain files they had access to and edited.

Comprehensive compliance suites require a solution that will save contemporaneous versions of Hyperlinked Files when they are sent, creating a snapshot of content from that point in time that is unalterable and defensible.

Licensing Costs

Because data is filtered by custodian, archive providers are starting to charge for licenses for every custodian that can be searched against. This includes people who are no longer with the company.

Enterprises may see a doubling or tripling of user count which will cost a small fortune in licensing. By addressing these gaps enterprises can reduce unnecessary costs and risks within their environment.

How We Help

Cloudficient helps set up custom retention policies based on industry or job-specific requirements as a part of our migration process. Expireon can also be set up to meet the requirements of specific individuals, or enterprises as a whole.

This ensures that data is easy for users and legal teams to access and that upon completion of the retention period, it is all defensibly deleted to maintain compliance and reduce risk.

Although many cloud providers charge a licensing fee for users who can be searched against, whether or not they are still with an enterprise, Expireon is charged by the data volume, so it is an economical home for legacy data.