Because digital storage technology is so cheap and so extensive these days, it is very hard not to allow the amount of information you have to simply grow to fill the complete space available. However, as storage capacities continue to increase, managing this can become more and more challenging.
A very simple example of these challenges comes when attempting to restore the information in the event of something like a hard disk failure. Although technology and hardware is becoming more and more reliable it will never be 100% reliable. This means that it isn’t a case of ‘if’ there will be a failure more a case of ‘when’ a failure will occur. There have been many cases when customer’s email storage needs to be restored but due to its size it takes much, much longer than expected (or desired).
Many people overlook the time required to actually restore the information after a failure, rather just considering the cost of physically replacing the failed components. The larger the amount of stored data the longer that any restore will take. This generally means the longer it will take to actually be able to use that information to once again be productive.
Studies indicate that around 30% of data is rarely accessed and is simply sitting there consuming space. Good digital management would recommend regular reviews of your data and relocating rarely used information to other, cheaper, forms of storage (maybe even in the cloud).
The larger the business, the more data that is created. This is why good storage practices and policies should be enacted to ensure information is stored as efficiently as possible. It may seem like a lot of work but when a failure happens it is going to be typically be the same sort of time lost.
Keeping your digital information streamlined should be looked at in the same way you do other business information. If you simply allow it to consume the free space that is available then it won’t be long before it overwhelms you and actually starts hindering your business.