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GlossaryWhat is Dark Data?
Information your organisation collects but never uses, a hidden GDPR risk and costly waste.
In short
Dark Data is information that an organization collects, stores, or processes, but never analyzes, reuses, or leverages. It takes up storage space, poses a security risk, and in many cases violates the GDPR minimization requirement.
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What is Dark Data?
Gartner estimates that more than 80% of the data organizations generate is unstructured and largely unused. A large portion qualifies as Dark Data: files that were once stored but have never been viewed or used again.
Examples are everywhere: email attachments from projects completed years ago, duplicate versions of contracts sitting somewhere on a shared drive, logs from business systems that no one reads, scanned forms that were never indexed. All these files consume storage space, increase your attack surface in the event of a data breach, and pose a GDPR risk if they contain personal data.
M-Files solves the Dark Data problem by making all information findable and classifiable through metadata, and by setting up automatic retention rules that archive or delete documents in a timely manner.
Risks of Dark Data
GDPR violation
Storing personal data longer than necessary violates the GDPR data minimisation principle.
Larger attack surface
Every file is a potential target in a data breach. More Dark Data means more damage in an attack.
Storage costs
Dark Data grows exponentially. Organisations pay for storage of files that are never used again.
Slower search times
The more noise in your systems, the harder it is to find relevant information. Dark Data amplifies the chaos.
Audit problems
During an audit, relevant documents must be quickly identified. Dark Data makes this practically impossible.
Missed insights
Data never analysed delivers no value. Dark Data is an untapped information resource.
How do you tackle Dark Data with M-Files?
- Step 1
Inventory
Map out which files exist, where they are and when they were last used.
- Step 2
Classify and label
Assign metadata to each document: document type, lifecycle, retention period.
- Step 3
Set retention rules
Establish automatic retention rules per document type: when to archive or delete?
- Step 4
Migrate historical files
Existing files are migrated to M-Files and provided with metadata.
- Step 5
Structural management
Via periodic reports, SoftAdvice keeps your information architecture clean and up to date.
Frequently Asked Questions about Dark Data
What is Dark Data?
Dark Data is information that an organization collects but never analyzes or utilizes.
Examples include old email attachments, outdated files, and forgotten scans that take up storage space.
Why is it dangerous?
Dark Data contains sensitive information that is no longer needed but is still kept.
In the event of a data breach, forgotten files are also exposed. It also violates the GDPR minimization requirement.
How much data is Dark Data?
Gartner estimates that 80% of the data organizations collect is unstructured and largely unused.
A large part of this qualifies as Dark Data.
How does M-Files solve it?
M-Files makes all data findable through metadata and offers automatic retention rules that archive or delete documents in a timely manner.
Dark Data is structurally reduced.
What is the connection with GDPR?
GDPR requires data minimization.
Keeping personal data longer than necessary violates this principle.
Automatic retention rules in M-Files are the most effective measure.
Our consultants are happy to think along with you.
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