Get to grips with Data Sprawl
A New Year, A New Approach to Data Management
As we usher in a new year, it's the perfect time to take control of your data. In today's fast-paced work environment, people often resort to using whichever data storage platform enables them to get their tasks done quickly. While this approach may seem convenient, it often leads to a significant issue: data sprawl.
If we look up Data Sprawl, this is how it is often defined,
“Data sprawl refers to the uncontrolled and often unmonitored growth of data across various locations, platforms, and devices. This phenomenon leads to significant challenges in data management, security, and compliance.” - https://www.cloudwards.net/data-sprawl/
Put simply, data sprawl occurs when data is scattered across multiple cloud storage platforms as people choose the quickest and easiest solution available to meet their immediate needs. Here is a real life example of how data sprawl can impact a team;
Joe changed jobs where he use to have Dropbox, and now he using SharePoint.
It’s 16:45 and Joe needs to send a file to a client but all his teams are busy on calls. Not knowing how sharing in SharePoint works, Joe quickly creates a Dropbox account, uploads the file and sends a link to the client… Job done.
Fast forward 3 months and the client has come back with questions…
Paul (Joe’s boss) picks up the enquiry and goes looking in the client folder in SharePoint only to find the file isn’t there.
Joe’s on leave so Paul emails IT to search for the file.
IT search SharePoint, OneDrive, the File Server and even Joe’s desktop but they can’t find the file.
Eventually giving up, Paul calls Joe on leave to ask where the file is.
Joe sends Paul the link to Dropbox…
This scenario plays out across businesses every day in one form or another.
When data is spread across different cloud storage locations, it becomes challenging to manage, secure, and access efficiently. Here are some of the key issues associated with data sprawl:
Security Risks: With data dispersed across various platforms, ensuring comprehensive security and compliance becomes more complex. This increases the risk of data breaches and unauthorised access.
Increased Costs: Managing data across multiple platforms can lead to higher costs due to redundant storage and inefficient use of resources.
Operational Inefficiencies: Accessing and managing data from various sources can slow down operations and hinder productivity.
People: Getting work done should be easy and efficient. Slow and frustrated team members who can’t find the data they’re looking for don’t stick around.
So how do you get a grip of your data?
Discovery is the first step. You ned to determine a few key facts before you get started.
Once your discovery is complete, it’s time for a plan.
Consolidate Data: Whenever possible, consolidate data into managed storage locations. This simplifies management and enhances security.
Implement Data Governance: Establish clear policies and procedures for data management to ensure consistency and compliance. Check out our article on an MDE here.
Regular Audits: Conduct regular audits of your data to identify and address any issues related to data sprawl. Don’t forget to look beyond the systems you know about.
Talk to People: Engage with the people in your organisation and get feedback on the systems they’re using and take time to educate them on the data tools available to them.
By taking these steps, you can better manage your data, reduce costs, and enhance security.
Need some help or don’t know where to start?
With our data governance and security assessments, we’re able to provide a overview of your data environment quickly and with actionable insights to kick start the management of your data. Get in touch and let’s talk.