Ascertus blog

From data chaos to clarity: What is dark data?

Categories: data discovery, dark data

You wouldn’t store critical documents in an unlabelled, overstuffed box in the corner of your office, would you? Yet, many organisations are doing just that with their digital data.
This unorganised mess, known as dark data, doesn’t just sit there quietly – it adds to your storage costs, creates compliance risks, and makes managing your organisation’s information feel like trying to find a needle in a haystack. For law firms and corporate legal departments alike, the stakes couldn’t be higher when it comes to keeping this unstructured data in check.

Luckily, there’s a way to stop swimming in this sea of chaos and finally put your data to work. ActiveNav provides a practical solution that can bring structure, clarity, and control to the chaos, ensuring your firm is compliant, secure, and ready for whatever the future throws your way.

The cost of dark data

Dark data isn’t some secret, James Bond-level information – it’s simply the unstructured data your organisation collects but doesn’t use, or even know much about. Think about old emails, outdated reports, and archived documents – data that's hidden in plain sight but remains unmanaged. In fact, a quick google search will suggest a staggering 60-80% of a business’s data is unstructured. This forgotten data might not seem dangerous at first, but lurking within are security risks, compliance issues, and unnecessary costs.

Every terabyte of this data costs businesses around £2,500-£3,000 per year to store. Imagine paying that for things you don't even know you have. The bottom-line ROI of cleaning up dark data is reason enough to act, but the risks go far beyond your finances.

Why should legal professionals care about dark data?

For legal professionals, dark data isn't just a nuisance – it’s a ticking time bomb. Compliance regulations like GDPR are clear about data retention and subject access requests, but when documents slip through the cracks of an unmanaged system, they can easily exceed their retention periods or be missed in audits. 31% of unstructured data in organisations is over seven years old*, meaning it's well past its sell-by date in terms of compliance requirements.

The result? Non-compliance penalties, increased security risks, and a mountain of unnecessary legal exposure. And when it comes to sensitive business data, even a single overlooked document could lead to severe consequences.

So, what’s the solution? Simple: discover and manage this data before it gets you into trouble.

*Internal analysis of ActiveNav customer base

The scale of the issue: Are we facing a data epidemic?

The sheer amount of dark data accumulating within organisations has led to what some experts are calling a data epidemic. Unlike well-managed structured data that’s neatly organised and easy to access, dark data is spread across multiple platforms, stored in a range of formats, and often forgotten. In the legal sector, this kind of data chaos can lead to missed deadlines, version control nightmares, and all the hallmarks of operational inefficiency.

While SharePoint or Microsoft 365 might seem like effective solutions on the surface, they aren’t designed to handle the intricate compliance requirements of legal and financial services. ActiveNav, on the other hand, provides a centralised, streamlined solution designed specifically to help law firms and corporate legal departments get a handle on their dark data.

Data compliance and GDPR risks: Don’t get caught out

We’ve all heard about the astronomical fines organisations can face if they breach GDPR, and dark data represents one of the biggest compliance risks for legal professionals. When documents are scattered across different platforms, it’s nearly impossible to guarantee that all personal data is accounted for, stored securely, or deleted within the required timeframes.

Worse yet, responding to Data Subject Access Requests (DSAR) becomes an overwhelming task when you’re sifting through dark data across multiple systems. Can you be sure you’ve retrieved every relevant file? Can you guarantee there isn’t a hidden, rogue document that’s missed the retention deadline? If not, you could be looking at major fines, not to mention the reputational damage that comes with a compliance breach.

Can AI tools succeed without addressing dark data?

AI and machine learning are the future of the legal industry, but before you roll out these shiny new tools, there’s a critical step you can’t afford to skip: addressing your dark data. Without cleaning up the data landscape first, AI tools may spend more time trawling through useless or outdated information than delivering the cutting-edge insights you’re hoping for.

Think of it like trying to remodel a house before you’ve cleared out the junk in the attic – no amount of smart technology can fix a foundation that’s built on clutter and chaos. By investing in a solution like ActiveNav to declutter your data, you’ll create a clean, structured environment where AI tools can thrive.

ActiveNav: A game-changing electronic data discovery solution

So, what does the solution to dark data look like in practice? ActiveNav offers a powerful data management platform that works both as a standalone solution and in conjunction with systems like iManage, providing businesses with the tools they need to locate, classify, and securely manage unstructured data.

By using ActiveNav electronic data discovery, your firm can automate compliance, drastically reduce the time spent on data searches, and improve overall operational efficiency. With its data discovery features, ActiveNav enables you to tackle dark data head-on, ensuring that every file – whether it’s a legal document, email, or financial report – is stored appropriately and within its retention period.

Not only does this safeguard against compliance risks, but it also helps reduce your data carbon footprint. By cutting down on unnecessary storage, you can significantly lower energy consumption and contribute to your firm’s net-zero goals. It’s a win-win for your budget and the environment.

The bottom line: A strategic investment in data clarity

For legal and financial professionals, the transition from data chaos to clarity isn’t just an operational necessity – it’s a strategic investment. ActiveNav allows businesses to take control of their data, streamline their processes, and ensure compliance without sacrificing efficiency.

Ready to get rid of the digital clutter and move your business into a more structured, secure, and compliant future? ActiveNav is the answer. Take the next step and discover how transforming your dark data can lead to brighter, more profitable days ahead.

How to reduce dark data?

To reduce dark data, organisations should first identify and classify unstructured data scattered across their systems. ActiveNav electronic data discovery provides a comprehensive data management platform designed to discover and manage dark data effectively. It helps law firms and corporate legal professionals locate hidden files, classify them accurately, and enforce retention policies, ensuring compliance with regulations like GDPR. By surfacing dark data and instigating cleanup, ActiveNav reduces storage costs, minimises compliance risks, and enhances overall efficiency. With ActiveNav, firms can gain control over their data, transforming chaos into a clear, structured, and secure information environment.

Where is dark data stored?

Dark data is typically stored in unstructured formats across various systems and platforms within an organisation. This includes old emails, archived documents, file shares, cloud storage services, databases, SharePoint sites, and legacy systems. It also resides in forgotten backups, outdated applications, and hard-to-access locations like personal drives or local folders. Dark data often accumulates due to lack of proper data management practices, making it hidden in plain sight yet unmanaged. Without a structured system, this data becomes hard to locate and utilise, leading to increased storage costs, compliance risks, and operational inefficiencies.