Is your business safe from the data tsunami?

Hidden data.

You may not know it, but you will soon. Out of sight is certainly not out of mind. Every day, businesses accumulate more and more data, the majority of which they cannot see or manage. Hidden data is the silent brewing of the storm that will present your business with a very turbulent future.

It’s easy to ignore because it doesn’t seem to pose a significant threat. It doesn’t require your immediate attention, but don’t be complacent; hidden data is a silent emergency. It is reported that a staggering number 52% of data stored by companies is invisible. This is data that a business pays to store, but the business has no understanding of the value or the risk.

Not understanding and leveraging your business data is a huge wasted opportunity and a serious security threat. When data is not visible, it cannot be controlled, meaning a business cannot prepare for any potential risk. By not planning, assessing and preparing for these risks, when they do occur, man hours and resources are consumed dealing with the devastation, and it is likely too late to limit the damage of significantly. (as we saw recently with the IRS).

Mail Manager examines the top three perpetrators harboring hidden data within your company:

1. Communications with unmanaged personnel: 93% of business leaders recognize that effective communication is the backbone of their business, with employees spending nearly 20 hours a week on email or internal communication. Work schedules and locations are becoming more flexible, and companies today rely heavily on a range of communication tools to keep teams connected and encourage collaboration. Unfortunately, this means that an increasing amount of unmanaged communication is happening between tools like Teams and, worryingly, WhatsApp.

2. Paper-based management systems: An outdated and clumsy paper-based system is not a viable data management system in today’s digital world. This system relies entirely on manual processes, which often means that data records are inconsistent and at high risk of human error. Add the manual labor required throughout the process and the cost if something goes wrong, and a paper-based system becomes inefficient, risky, and hugely expensive!

3. Data silos: Having data silos within the company means that critical data is locked down and not shared with other teams in the company. Worse, you may not even be aware of the growing risks to the business. A company’s legal responsibility is to know where and how data is stored and managed. By not addressing existing data silos, the company is likely not meeting current data management expectations and regulations, exposing the company to costly fines or litigation.

How to prevent hidden data

The good news is that there are plenty of digital tools available to keep communications secure and visible and help you securely manage your business data. The problem with most businesses is that they don’t know where to start.

With email correspondence being the primary method of communication for most businesses, this means that staff spend a lot of time in their inbox. Therefore, managing all data and communications directly from the source with an email management system makes sense.

Mail Manager helps companies master data management by using AI and machine learning to help staff file all correspondence and attachments directly to the company’s chosen location and ensure that all information are accessible with just a few clicks.

Find out how Mail Manager can help save your business from a data tsunami with a 15 day free trial of the solution.

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