Effective Data Management to Reduce Storage Expenses

By CIOReview | Thursday, October 20, 2016

Data has been an important asset for every organization starting from Small and Medium Businesses (SMBs) to large enterprises. Information is proliferating each day and to preserve such amount of information is a daunting task which needs large data centers deployed for storage and effective data management system. It has been reported by Forbes that 7.4Mn USD will be expended on data related activities in 2016, where large enterprises will be spending 13.8Mn USD and 1.6mn USD will be disbursed by SMBs.

CIOs quest to collaborate, innovate, and balance the IT budget has now started to heat up when large amount of enterprise capital is expended on data storage system. Also if in future, acquisitions take place then there is a rapid increase in the amount of data resulting in an uproar situation between data administrators and CIOs to store information. Although there are methods to store data, organizations cannot afford to let data grow, instead they can only control it. CIOs cannot stop the ever increasing data but can control the germination of data by following the below effective data management practices:

Sort Useful Data from Unwanted Data: It is important to collect useful data from all the information sources in the database. A transparent approach towards data gathering will help in cutting down unnecessary data collection. Such sorting could help enterprises to empty some space from data repository which can be used to store useful datasets. The segregation can improve the efficiency of the enterprise as it eases data management process.          

Allocate Proper Data Storage Space: Email, databases, finance and documents storage acquires Terabytes of space to store data. With the ever growing data in the industrial ecosystem, CIOs are pushing themselves to procure a data storage infrastructure like ‘Disk storage’ hardware which can accommodate the corporate information of an enterprise. The disk is parted and storage space is allocated for various specific files and documents—Email, database, and finance. But there are still leftover empty storage spaces for which data storage vendors charge fees, making it expensive for enterprise. So, enterprises can take advantage of Dell Compellent storage solution which is cost-effective as prices are tagged based on actual use.   

Assess Lifecycle of Data: Every data stored by the enterprise should account for some value to the organization. If data stands no value for an enterprise and customers, keeping such obsolete data in the repository is just wastage of the precious storage space. And to get such obsolete information deleted, CIOs should get a comprehensive approach by leveraging Information Lifecycle Management (ILM) system. ILM approach offers effective data management procedure and automates storage process.

Deduplicate Data During Backup: CIOs need to approach an intelligent data compression method—data deduplication where only one instance of the information is retained in the backup file, purging redundant data and reducing storage needs. Data deduplication tremendously reduces the storage requirements of an enterprise, and Small and Medium businesses should leverage this method and save expenses which are spent on storage.

Archive and Backup retention period: Archive and backup are almost the same except for the time period they are kept. A backup file needs to be generated on regular intervals so as to restore the data when there is any kind of system failure. But an archived data can be reviewed again for reference in the future—may be in months or years. So for organizations it becomes important to define the retention period of backup and archived file. For automated data storage management, SMBs and enterprises can deploy a policy-based data management system—HSM (Hierarchical Storage Management) which automates backup and archive data storage once the guidelines are fed to the software.