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eDiscovery: Develop a Map to Help Pinpoint Your Data
eDiscovery is the process of searching for and identifying electronic information that can serve as evidence in a legal case or investigation. A comprehensive data map is a key tool used to support the eDiscovery process.
A data map is a comprehensive inventory of where data from an organization is stored and should include the following:
- An overview of the type of data the business creates, uses, and stores
- Where is the data stored
- Who is responsible for the data
- What are the retention policies for archiving or deleting the data
Having a data map prepared and available in the event of an eDiscovery request can save time and effort. A data map can help to quickly locate information and also help in the analysis of security controls.
How does a business create a data map?
- Enlist all departments and groups to help identify where data is stored.
- Develop and document standard organization-wide practices for managing data
- Keep all departments engaged with frequent communication
- Regularly update the data map with changes for how and where data is stored
The use of eDiscovery data maps has always been important, but it becomes even more important now that many companies have already moved or are in the process of moving data to the cloud. Tracking of data and information becomes even more challenging and important with the introduction of social and collaboration apps, like Slack, Teams, Twitter, and blogs.
John Loveland, an expert in the areas of security and compliance, said that “with regard to eDiscovery, the growing use of cloud-based applications is a hindrance to effective execution, which requires a comprehensive data map of storage locations. Once non-sanctioned applications such as public cloud services enter the equation, the universe of potentially relevant data sources increases dramatically as do the risks of inadequate identification of data and inadvertent spoliation.”
