Data Retention: Policies and Best Practices

Data Retention

In today’s data-driven world, organizations must establish robust data retention policies to manage their digital assets effectively. Data retention involves deciding how long to keep data, and it’s essential for regulatory compliance, security, and efficient data management. Here are some best practices to create a solid data retention policy that ranks high in SEO and is easy to read:

Understand Legal Requirements: Start by comprehending the legal obligations specific to your industry. Laws like GDPR, HIPAA, and CCPA have specific data retention requirements. Adhering to these is vital for avoiding legal troubles.

Classify Your Data: Categorize your data into different types, such as personal, financial, or proprietary. This segmentation will help you determine the appropriate retention periods.

Identify Key Stakeholders: Clearly define who in your organization is responsible for data retention. This ensures accountability and clarity in the policy implementation.

Create a Retention Schedule: Develop a structured retention schedule that outlines how long each category of data should be retained. This should be based on legal requirements and business needs.

Secure Data Destruction: Specify the methods for securely destroying data when it’s no longer needed. Ensure it’s done in compliance with industry standards to prevent data breaches.

Document Everything: Keep detailed records of data retention decisions, so you can prove compliance if required.

Regular Review: Data retention policies should be dynamic. Regularly review and update them to stay in line with changing regulations and business requirements

Employee Training: Ensure that all employees are aware of and trained in the data retention policies. Their understanding and compliance are essential for policy effectiveness.

Use Plain Language: Write your policy in plain, simple language. Avoid jargon and complex terminology. This improves readability and comprehension.

Keyword Optimization: Incorporate relevant keywords related to data retention, compliance, and best practices in your content. This will enhance SEO and visibility.

Organize with Headings: Use clear headings and subheadings to structure your content. This makes it easy for readers to find information quickly.

Incorporate Visuals: Visual aids like charts or diagrams can simplify complex concepts. They also make the content more engaging.

In summary, creating an effective data retention policy involves understanding legal requirements, categorizing data, setting clear guidelines, and ensuring compliance. Regular review and employee training are crucial, and presenting this information in a readable format with SEO optimization will help your policy gain the visibility it deserves. Data retention is not just a legal requirement; it’s a best practice for efficient data management in the digital age.

What the Cloud Really Saves You


In today’s digital age, the cloud has become synonymous with innovation, agility, and yes, cost savings. But what does the cloud really save you, and how does it impact your bottom line? Let’s break it down into bite-sized chunks for a clearer understanding.

Infrastructure Costs: One of the most significant savings the cloud offers is on infrastructure. Say goodbye to expensive on-premises servers, cooling systems, and maintenance expenses. Cloud providers handle all that for you, and you only pay for what you use.

Scalability: Cloud services are elastic, allowing you to scale resources up or down as needed. This agility prevents over-provisioning, saving you money by only paying for what you actually use.

Reduced IT Staffing: With the cloud, you can reduce your in-house IT staff. Cloud providers manage the infrastructure, freeing up your IT team to focus on strategic tasks.

Energy Efficiency: Cloud data centers are optimized for energy efficiency, reducing your carbon footprint and energy bills.

Global Reach: Expanding internationally is a breeze with the cloud. You can deploy applications and services globally without the need for physical infrastructure in each location.

Software Licensing: Forget about costly software licenses. Many cloud services offer pay-as-you-go pricing for software, eliminating the need for upfront purchases.

Data Storage Costs: Traditional data storage can get expensive. In the cloud, you pay only for the storage you use, with options for long-term, cost-effective archiving.

Security Savings: Cloud providers invest heavily in security. They employ advanced threat detection and mitigation, reducing your need for expensive security tools and staff.

Disaster Recovery: Cloud providers offer robust disaster recovery solutions, eliminating the need for redundant data centers and reducing downtime costs.

Remote Work Enablement: The cloud empowers remote work, reducing the need for expensive office space and commuting costs for employees.

Automated Operations: Cloud automation reduces the need for manual interventions, streamlining operations and reducing labor costs.

Competitive Edge: Cloud-powered innovations can give you a competitive edge in the market, attracting more customers and revenue.

Pay-as-You-Go Model: Cloud’s pay-as-you-go model aligns costs with usage, providing cost predictability and flexibility.

In summary, the cloud isn’t just about storing data or running applications; it’s about saving money, increasing efficiency, and staying competitive in a rapidly changing business landscape. By embracing the cloud, you can redirect your financial resources towards growth and innovation, making it an invaluable asset for businesses of all sizes. So, when it comes to what the cloud really saves you, the answer is simple: time, money, and opportunities for growth.

Are you ready to move to the cloud? Call us today: 412-220-9330 X110

Keeping IT Running in the Event of a Disaster

In today’s digital age, ensuring the continuity of IT operations during a disaster is vital for businesses to survive and thrive. Disruptions like natural disasters or cyberattacks can strike unexpectedly, but with a solid plan, you can keep IT running smoothly. Here’s how:

  • Business Impact Analysis (BIA): Begin by assessing critical IT systems and processes. Identify which components are essential for business operations and prioritize them.
  • Disaster Recovery Plan (DRP): Develop a comprehensive DRP detailing step-by-step procedures for restoring IT systems and data. Regularly update and test the plan to ensure effectiveness.
  • Offsite Data Backup: Regularly back up your data to secure offsite locations. Cloud-based solutions offer secure storage and quick access during recovery.
  • Redundancy and Failover: Implement redundancy for critical systems. Failover mechanisms automatically switch to backup systems if the primary ones fail.
  • Communication Protocols: Establish clear communication channels during a disaster. Ensure that employees, stakeholders, and IT teams can coordinate effectively.
  • Emergency Response Team: Form an emergency IT response team with designated roles and responsibilities. This team should be well-versed in the DRP.
  • Remote Work Capability: Enable remote work capabilities for employees. Cloud-based tools and VPNs ensure continued productivity during disruptions.
  • Continuous Monitoring: Use monitoring tools to keep a watchful eye on IT infrastructure. This allows for immediate response to any anomalies.
  • Regular Testing: Conduct disaster recovery drills to validate the effectiveness of your plan. Identify weaknesses and make necessary adjustments.
  • Vendor Communication: If IT services are outsourced, maintain open communication with vendors regarding their disaster recovery strategies.
  • Power and Connectivity: Ensure power backups like generators or uninterruptible power supplies (UPS). Secure alternative internet connections to prevent connectivity loss.
  • Documentation: Maintain up-to-date documentation of network configurations, software licenses, and hardware inventory. This aids in faster recovery.
  • Cybersecurity Measures: Fortify your IT systems against cyber threats. Regularly update security protocols and educate employees about cybersecurity best practices.
  • Employee Training: Educate employees about disaster recovery procedures and their roles in ensuring IT continuity.
  • Regular Review: Revisit and update your disaster recovery plan periodically to account for changes in technology, personnel, or business processes.

In conclusion, safeguarding your IT operations during a disaster requires proactive planning, preparation, and coordination. A well-thought-out disaster recovery plan, combined with robust backup solutions and continuous monitoring, helps mitigate risks and ensures your business can weather any storm.

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The Vital Role of a Data Retention Policy

In the digital age, where data flows incessantly, crafting a robust data retention policy emerges as a business imperative. A data retention policy serves as a structured framework that delineates how your company gathers, stores, and manages data. Let’s delve into why having such a policy is paramount for your business.

Compliance Assurance: Regulatory bodies impose stringent data retention regulations across industries. A well-structured data retention policy ensures your company complies with these mandates, steering clear of legal entanglements and potential fines.

Data Security: Unnecessary data accumulation poses security risks. A clear retention policy ensures that obsolete data is disposed of properly, mitigating the chances of data breaches and unauthorized access.

Resource Optimization: Overloading your systems with redundant data consumes valuable storage space. A data retention policy streamlines data storage, optimizing resources and saving costs.

E-Discovery Preparedness: In legal proceedings, quick access to relevant data is crucial. A data retention policy expedites the retrieval process, enhancing your company’s e-discovery readiness.

Customer Trust: Responsibly managing customer data enhances trust. A transparent data retention policy showcases your commitment to data privacy, strengthening customer relationships.

Business Strategy: Clearing cluttered data repositories unveils valuable insights. An effective policy assists in identifying trends, aiding informed decision-making and fostering business growth.

Reputation Management: Data mishandling can tarnish your brand. A data retention policy safeguards your reputation by ensuring sensitive data is retained and disposed of appropriately.

Adaptation to Change: Businesses evolve, and so do data needs. A flexible retention policy adapts to changing data landscapes, accommodating new data types and sources.

Employee Guidelines: A data retention policy educates employees on data handling best practices. This empowers your workforce to contribute to data compliance and security.

Sustainability Goals: Clinging onto unnecessary data contradicts sustainability efforts. A streamlined data retention policy aligns with eco-friendly initiatives by reducing data storage requirements.

In conclusion, a well-crafted data retention policy transcends a mere regulatory obligation. It safeguards your data, ensures compliance, optimizes resources, and contributes to strategic decision-making. By establishing such a policy, you not only protect your business but also foster an environment of trust and responsibility. Embrace the data retention policy as a guiding beacon in your data-driven journey.

How Do You Know If The Cloud is Right for Your Company?

In today’s digital age, businesses face a critical decision when it comes to managing their data and applications: whether to embrace cloud computing or stick with traditional on-premises solutions. The cloud offers a wide range of benefits, including scalability, cost savings, and flexibility. But how do you know if it’s the right fit for your company? In this blog post, we’ll explore some key factors to consider in determining if the cloud is the right choice for your business.

One of the significant advantages of cloud computing is its scalability. With the cloud, you can easily scale your resources up or down based on your business needs. If your company experiences fluctuating demands or seasonal peaks, the cloud allows you to adjust your resources accordingly, ensuring optimal performance without unnecessary costs.

Cost Savings:
Cloud computing offers potential cost savings compared to traditional on-premises solutions. By moving to the cloud, you can eliminate the need for expensive hardware, maintenance, and infrastructure upgrades. Additionally, you pay only for the resources you use, providing a more cost-effective solution, especially for small and medium-sized businesses.

Flexibility and Accessibility:
The cloud enables your employees to access data and applications from anywhere, at any time, as long as they have an internet connection. This flexibility enhances collaboration and remote work capabilities, which have become increasingly important in today’s fast-paced business environment.

Security and Reliability:
Cloud service providers invest heavily in robust security measures and redundant infrastructure to protect your data. They often employ advanced encryption, regular backups, and disaster recovery plans to ensure high levels of data security and reliability. However, it is crucial to thoroughly research and choose a reputable cloud provider to mitigate potential risks.

IT Expertise and Maintenance:
With cloud computing, you can offload the burden of managing hardware and software updates to the cloud provider. This allows your IT team to focus on strategic initiatives rather than spending time on routine maintenance tasks.

Deciding whether the cloud is right for your company involves evaluating various factors such as scalability, cost savings, flexibility, security, and IT expertise. Consider your business needs, growth projections, and the potential benefits the cloud can offer. If your company requires agility, cost efficiency, and accessibility, the cloud may be the ideal solution to propel your business forward in the digital era. Remember to research and choose a reliable cloud provider to ensure a seamless and secure transition.

The Importance of Data Security for Manufacturing Businesses

In today’s digital age, data security is crucial for businesses across all industries, including manufacturing. With sensitive information like product designs, customer data, and financial records at stake, manufacturing businesses must prioritize keeping their data safe and secure. In this blog post, we will explore why data security is essential for manufacturing businesses and discuss some practical tips to ensure the protection of valuable information.

  • Protecting Intellectual Property:

Manufacturing companies invest significant time and resources in developing innovative products and processes. Safeguarding intellectual property, such as blueprints, designs, and patents, is paramount. By implementing robust data security measures, manufacturers can prevent unauthorized access and theft of their valuable intellectual assets.

  • Safeguarding Customer Data:

Manufacturers often collect and store customer information, including names, addresses, and payment details. A data breach not only compromises customer trust but can also lead to legal consequences. Stringent data security measures, such as encryption and secure storage, are crucial to protect sensitive customer data from cyber threats.

  • Ensuring Operational Continuity:

Manufacturing processes heavily rely on accurate and up-to-date data. Any disruption or loss of critical information can have severe consequences, such as production delays, equipment failures, and supply chain disruptions. Implementing data backup and recovery solutions ensures business continuity even in the face of unexpected incidents or cyberattacks.

  • Complying with Regulations:

Manufacturing businesses often handle data subject to various regulatory frameworks, such as GDPR or industry-specific standards. Compliance with these regulations is not only a legal requirement but also an essential aspect of maintaining trust with customers and partners. Adhering to data security best practices helps businesses avoid hefty penalties and reputational damage.

  • Educating Employees:

Employees play a vital role in data security. Regular training sessions and awareness programs help employees understand the importance of data security practices, such as strong passwords, cautious email handling, and recognizing phishing attempts. By fostering a culture of data security, manufacturing businesses can reduce the risk of human error leading to data breaches.

Data security is paramount for manufacturing businesses in today’s digital landscape. By prioritizing the protection of intellectual property, customer data, and ensuring operational continuity, manufacturers can mitigate risks, comply with regulations, and maintain the trust of their stakeholders. Embracing robust data security practices and investing in employee education will go a long way in keeping manufacturing businesses safe from cyber threats and preserving their competitive edge in the industry.

Microsoft Teams Data Security and Archiving

Microsoft Teams has become an increasingly popular communication and collaboration tool for businesses. However, with the increase in usage comes concerns about data security and archiving. In this blog, we will explore the measures Microsoft has taken to ensure the security of Teams data and how archiving works.

First and foremost, Microsoft Teams data is encrypted in transit and at rest. This means that all data transmitted between devices and Microsoft’s servers is encrypted to prevent interception by hackers. Additionally, all data stored on Microsoft’s servers is also encrypted to prevent unauthorized access.

To further enhance data security, Microsoft offers multi-factor authentication, role-based access controls, and data loss prevention policies. These features help to ensure that only authorized individuals have access to Teams data and prevent data leakage or theft.

In terms of archiving, Microsoft Teams offers two options: standard and unlimited. The standard option allows for chat messages, files, and other content to be retained for up to 30 days after deletion. This is useful for businesses that do not have strict retention requirements.

The unlimited option, on the other hand, allows for retention of all Teams data indefinitely. This is particularly useful for businesses in regulated industries that must retain data for extended periods of time. Additionally, Microsoft Teams supports eDiscovery, which allows businesses to search for specific data and export it if necessary.

Overall, Microsoft Teams takes data security and archiving seriously, offering multiple layers of protection to ensure the confidentiality, integrity, and availability of Teams data. With these measures in place, businesses can feel confident in using Teams for their communication and collaboration needs.

Moving Your Shared Files to Sharepoint

Moving your shared files to SharePoint can improve collaboration and organization within your team. Here are some tips for a successful migration:

  • Assess your current file system: Before you start moving your files, take some time to analyze your current file system. Identify which files are essential and which ones are outdated or unnecessary.
  • Create a SharePoint site: Once you’ve assessed your files, create a SharePoint site for your team. This site will serve as a central location for all your shared files and will make it easier to collaborate and communicate.
  • Set up folders: Within your SharePoint site, set up folders to categorize your files. This will make it easier to find specific files when you need them.
  • Choose a migration tool: There are many tools available to help you move your files to SharePoint. Choose one that is compatible with your current file system and that will preserve metadata and permissions.
  • Test the migration: Before you migrate all your files, test the migration process with a small subset of files. This will allow you to identify any issues and make adjustments before you move all your files.
  • Communicate with your team: Make sure your team is aware of the migration and the benefits of using SharePoint. Provide training if necessary to ensure everyone knows how to access and use the new system.
  • Monitor usage: Once you’ve moved your files to SharePoint, monitor usage to ensure that everyone is following the new system. Make adjustments as needed to improve collaboration and organization.

In conclusion, moving your shared files to SharePoint can streamline collaboration and improve organization within your team. By following these tips, you can ensure a successful migration and set your team up for success.

Why You Need A Data Retention Policy

What is the Purpose of a Data Retention Policy

Data retention policies are guiding principles that control how an organization manages its information. These policies assist in determining the purpose of data held, the rules and regulations that apply to it, the length of time it should be kept, and how it should be archived or deleted when the time comes.

A good data retention policy can help you stay in compliance with laws and regulations, cut costs, and aid in the organization of data. 

What Is Data Retention?

The storage and management of data acquired by an organization is known as data retention. It is the management of data throughout its lifecycle, from creation to deletion. Data is the most precious asset that modern businesses have. However, if not properly managed, shortcomings in data retention procedures could result in cost and compliance issues. To govern the lifecycle of an organization’s stored data, data retention policies are developed.

A data retention scheme is the set of policies and processes that govern how your company manages its information. It aims to offer an inventory of the data held, as well as identify how long data should be preserved and how data should be archived or deleted.

Why Is It Important?

Data retention is vital for a variety of reasons, both practical and legal. Data retention regulations, on the other hand, help to offer structure to a chaotic, dispersed, and crucial aspect of any company. A data retention policy can assist businesses in determining what data is retained where. Another practical consideration is that data does not always remain valuable. In truth, up to 70 percent of data kept by businesses has no legal or business value. Keeping so much useless data on hand is not just wasteful in storage space, but it’s also problematic from a legal standpoint. The longer an organization keeps a piece of data, the less valuable it becomes and the greater the risk it poses.

Why You Need A Data Retention Policy

A data retention policy, adds value. It accomplishes this mostly by lowering inefficiencies and removing deadwood from enterprise datastores. Organizations become better familiar with their data sources as a result of the process of developing a data retention policy. Redundancies may be discovered as a result of this method.

How To Create A Data Retention Policy

  • To begin, assemble a team that includes representatives from every department impacted by your data retention policies.
  • Sort your data according to your priorities. For firms and businesses with large amounts of communications and a virtual staff, email records, for example, will be a major item.
  • Similarly, determine which regulations govern your company and organize your data according to them. You’ll also need to consider the regulatory differences between markets.
  • Based on the reasons listed above, create a data retention policy. Make careful to define how long certain types of data will be retained, as well as whether the data will be archived or removed once the retention term has expired.
  • Assign trustworthy personnel the responsibility of managing and disposing of your data as data retention stewards.
  • Finally, devise a strategy for enforcing your data retention policy and ensure that all workers are aware of their responsibilities in maintaining data compliance and security.


A data retention policy is more than just a way to keep track of things. It’s crucial for making sure your data, staff communications, and storage methods are all accessible, compliant, safe, and secure. If you’d like to work hand-in-hand with an IT partner who can help you craft a meaningful data retention policy and help your team get a better handle on your IT environment, reach out to JENLOR today, and we’ll get the conversation started.