Data Lifecycle Management

Regulations are mandating companies to have a data minimization strategy in place. However, in our experience, most companies are not clear on what data is needed and why. Low storage costs encourage companies to keep as much data as they can in case they need it in the future. This over-accumulation of data is risky, expensive, and hinders Data Minimization.

Data Minimization is the privacy principle of collecting, processing, and storing only the minimum amount of personal data strictly necessary for a specific, stated purpose, and keeping it only as long as needed. Implementing Data Minimization is a strategic imperative that offers significant benefits for both organizations and individuals, extending beyond mere regulatory compliance. Demonstrating a commitment to privacy by collecting only essential data builds trust and transparency with consumers, who are increasingly conscious of how their personal information is handled.

The volume and complexity of digital data generated by companies and their customers are exploding rapidly. Companies recognize the competitive advantages that can be gained from better understanding their data and want to unlock the full value of it within their systems.

What is Data Minimization

Data Minimization is the practice of limiting the collection of personal information to what is needed for the intended purpose. Article 5(1)(c) of the GDPR states, “personal data shall be adequate, relevant and limited to what is necessary for relation to the purposes for which they are processed (data minimization).”

Embracing Data Minimization will save time, money and reduce risks for the organizations. Excessive data not only makes them vulnerable to privacy breaches but also makes it difficult to store and manage data. In 2019, the electronic payment company UAB Mister Tango was penalized by the Lithuanian State Data Protection Inspectorate (VDAI) for collecting excessive data and storing it longer than necessary. The case marked the first administrative fine in Lithuania for violation of GDPR, emphasizing the fact that data minimization requirements need to be met diligently.

Embracing Data Minimization, as one of the most important tools in the toolbox for privacy, shows an organization’s commitment to privacy. Companies do not utilize 90% of the data collected either due to technology limitations or feel the data is not appropriate for decision making. Companies need a clear understanding of data being used and not being used. Furthermore, the value of data diminishes with time. Deleting obsolete data on a regular basis will ensure the availability of current and accurate data for analytics.

Our Services

Data Lifecycle Management involves making important decisions around data, beginning with its collection to its eventual deletion. Making these decisions requires having integrated information about the data from various sources, such as its purpose and its usage. Data Minimization in turn depends on these decisions and is often hampered when there is a gap in the knowledge and accuracy of the data leading to those decisions.

Our services like Data Map, Retention Mapping, and RRS Report Mapping offer insight into the various business functions and enable you to make these informed decisions in the best interest of your company.

01. Data Map

The Data Map provides a comprehensive footprint of data and data-related processes across the organization. Track, manage, and understand the data collected and stored across various company systems. Maintain access to key IG factors such as data storage (what data is stored where), data usage (its uses and purpose), and data access (who has access to what data).

02. Records Retention Schedule Mapping

Meru's Data Management Tool allows mapping of retention schedules directly to data sources in the Data Map, bridging the gap between the data and its regulatory requirements. Once mapped, it connects the dots between various pieces of information, facilitating analysis of data, and giving a deeper understanding of the data to help make more informed decisions.

Mapping the retention to the Data Map integrates information from both, equipping the Data Minimization process. For example, to delete certain data, details such as its usage and last use—which the retention period depends on—can be tracked and obtained from the Data Map, while its retention period can be obtained from the Retention Schedule.

03. Defensible Deletion

Our tool enables Data Minimization by providing the service to accurately locate and directly delete, manage, monitor, label, and categorize files saved in various document stores like SharePoint, OneDrive, etc.

Another available option in place of deletion is Data Anonymization, which is the removal of personal identifiable information from the data collected and stored.

Free Assessment

Our Data Lifecycle Management program spans the IG spectrum and seamlessly integrates the above services to provide accurate, reliable information that facilitates smooth functioning under Data Minimization

We also bring a wealth of consulting experience across different industry sectors to help our customers rapidly augment their Information Governance efforts. We have helped with assessments of the current state and benchmarking around Information Governance.

Benefits of Data Minimization

Compliance with Regulatory Requirements: Privacy regulations like GDPR and CPRA mandate the management and secure deletion of data, especially sensitive information. This has always been the case in heavily regulated sectors like Financial Services and Healthcare.

Reducing redundant, obsolete, and Trivial data (ROT): ROT data is constantly increasing and taking up space and time. Identifying and deleting redundant, obsolete, or trivial data generated routinely will help us to focus on data that matters.

Security and Costs: Timely disposal of unwanted data considerably improves the security posture of the company. It drives significant reductions in eDiscovery costs, storage, and licensing costs.

Our Core Beliefs

Data is an asset for organizations.
Companies should be both data-wise and privacy-conscious: It is indeed possible to both use data to personalize experiences for customers and ensure privacy at the same time.
Privacy compliance is complex. But it can be simplified and managed with the right processes and technology.
Sustainable privacy programs require robust Information Governance. Data needs to be governed and managed from creation to deletion.