How to Overcome Data Sprawl

In the digital world, data is a business’s most valuable research tool to stay competitive. It allows business owners to predict consumer behavior and make informed decisions that help their businesses operate efficiently. However, as businesses grow, managing their data can become increasingly challenging. This can affect the organization’s efficiency and create some security concerns. The following sections detail what data sprawl is and how businesses can overcome the issue.

What is Data Sprawl?

Data sprawl is the accumulation of significant amounts of data by businesses. Although collecting significant amounts of data can benefit companies in terms of analytics, the process can get out of control and cause several problems.  

How Does Data Sprawl Happen?

Companies use various applications and systems to collect, process, and store data. Data sprawl occurs when businesses collect, process, and store large amounts of data, which becomes difficult to monitor. For example, a company may store its data locally or on one or more cloud storage platforms, making it harder for employees to retrieve any necessary information.

Data sprawl can also occur when companies’ data is siloed to duplicate the same information across several platforms, departments, or locations. Another way that data sprawl can occur is when employees store company-related data on personal devices like laptops to overcome security or network limitations. Cloud-to-cloud traffic involves employees moving data between different cloud computing platforms, which can also lead to data sprawl. Eventually, all these processes can lead to many risks that can impact the productivity and overall efficiency of the company.

Dangers of Data Sprawl

There are many risks that data sprawl poses for businesses, especially those that maintain sensitive data. These are the main risks of data sprawl:

• Non-compliance: Data privacy laws make it imperative for enterprises to know exactly where their sensitive data is and retrieve it quickly when needed. These laws, like the General Data Protection Regulation (GDPR), give consumers the right to access and change their data, and organizations must respond or risk facing costly lawsuits or fines. As such, data sprawl can lead to non-compliance by organizations, causing costly lawsuits and fines.
• Security breaches: Data sprawl can expose a company’s sensitive information to cybercriminals. Without a company’s robust security measures, any information the managers are unaware of can be exploited.
• Management overhead: With data sprawl, a company’s employees spend a lot of time trying to manage various data sources that can’t be automated, which takes tech-savvy employees from performing essential tasks that boost productivity.
• Lost information: Data sprawl makes it difficult for organizations to know where their data is and who owns it, leading to information loss. These knowledge gaps can adversely affect a company and lead to low productivity.

How to Overcome Data Sprawl

There are various ways to manage and reduce your organization’s data sprawl and even the associated risks. Some of these strategies include the following.

Cloud Migration

The first step to overcoming data sprawl in any enterprise is consolidating data in a centralized cloud storage system where users can easily access and store information. Cloud storage allows access to data from any public internet or dedicated private network connection and eliminates silos by providing companies with a single platform to store data. Another benefit of cloud storage is that employees can access data quickly and easily without complications. Cloud storage is secure because providers use various technologies and tools to ensure the company’s data is safe. Also, some cloud storage services can keep a copy of the data in other data centers as a backup.

Use an Enterprise File Sync & Sharing Solution

After consolidating data in a centralized platform like cloud storage, you can use an enterprise file sync and share (EFSS) service to ease file sharing. An EFSS solution combines the convenience and simplicity of a personal file-sharing service with company-oriented features to boost productivity and reduce data sprawl in your organization.

Sync Your Applications in Your Cloud

Another way to manage data sprawl is to synchronize your applications and software in cloud storage. Each cloud storage provider usually offers the sync feature. Synchronizing your applications in cloud storage allows you to break down information silos created by various departments in your company. For example, pairing your accounting and document management software will give you complete visibility into your operations and help you make informed decisions to boost your company’s productivity.

Train Employees

Since employees also play a role in causing data sprawl, the best way to manage the issue would be to train them and ensure they never lack the necessary tools to do their jobs. For example, you can conduct weekly training sessions on the risks associated with poor data management practices, how to comply with data regulations, how to use cloud computing, and how to secure personal gadgets like laptops for work-related tasks. Training your employees on using applications like EFSS and the importance of securing personal items like laptops will help you manage data sprawl in your company.

Implement a Data Governance Program

Create a set of policies that determine how users should handle data in your organization. This may include strict policies that prevent users from accessing and sharing sensitive files with unauthorized parties, accessing cloud services through public Wi-Fi networks, and recycling passwords across their accounts. Also, you should ensure your employees know and understand these policies by requiring them to review them as part of onboarding.

Data Sprawl Doesn’t Have to Control You

Technological changes and constant shifts in consumer preferences will make it challenging for businesses without robust data solutions to manage data sprawl. Such businesses will be exposed to the dangers of data sprawl, like lost information, non-compliance, and security breaches. However, strategies like training employees, using cloud storage, and synchronizing applications can help you manage data sprawl. As such, enterprises that properly collect, process, and store data will have a competitive edge.

Congruity360 can help your company manage data sprawl by minimizing risk exposure and securing sensitive data. Our services, like manage-in-place cloud solutions, can help you classify and detect structured and unstructured data, implement governance policies on sensitive data, and automate your workflow for continuous productivity. Contact us today and learn more about us.