Making Value-Based Data Decisions

In today’s data-driven world, organizations are inundated with vast amounts of information. Determining which data to retain and how to manage it effectively is a challenge many face. The National Archives offers a structured approach to help organizations make informed decisions based on the value of their information.

Understanding the Value of Your Information

Before making any decisions about data storage, it’s essential to comprehend the value your information holds. The National Archives categorizes this value into several types:

• Legal Requirements: Certain information must be retained by law. For instance, the Health and Safety at Work Act mandates the preservation of specific records. Business units within your organization are likely to have knowledge of legislative record-keeping requirements. (nationalarchives.gov.uk)

Flexible storage for businesses that refuse to compromiseTrueNAS.

• Ongoing Business Value: This pertains to information necessary for daily operations or to provide evidence of business activities. Collaborating with business units is crucial to identify what should be retained for business purposes. They possess real expertise in this area and should know what information they need to go about their daily work and how long they need it for. (nationalarchives.gov.uk)

• Re-use Value: Consider whether your information might have value from a re-use perspective and publish accordingly. For example, government is being encouraged to publish as many of its datasets as possible, and the information they contain can be used by people outside the organization in innovative ways to create new digital applications (Apps). (nationalarchives.gov.uk)

• Historical Value: This includes information that reflects the ‘what, why, and how’ of government and should be selected for permanent preservation at The National Archives. This will include significant policy documents, records of significant decisions, documents about notable events, persons, or public issues broadly encompassing:

• The principal policies and actions of the UK central government and English and Welsh Governments

• The structures and decision-making processes in government

• The state’s interaction with the lives of its citizens

• The state’s interaction with the physical environment

Decisions about the value of information should be based on the content and context rather than on format. (nationalarchives.gov.uk)

Making Informed Data Storage Decisions

Once you’ve assessed the value of your information, you can make informed decisions about its management:

• Short-Term Value: For information of short-term value, avoid incurring the costs of keeping it beyond its useful life. Storage may be cheap (and that is debatable), but it is costly to maintain, preserve, and provide access to that information over time. (nationalarchives.gov.uk)

• Medium/Long-Term Value: For information of medium/long-term value that is required to carry out or provide evidence of a business function or that is of historical value, ensure you have the right policies, processes, and systems in place. This ensures that you can find, open, understand, trust, and work with the information for as long as you need to. (nationalarchives.gov.uk)

Implementing the Framework

To effectively implement this framework, consider the following steps:

1. Engage Stakeholders: Collaborate with various departments to understand their data needs and legal obligations.

2. Develop Policies: Create clear policies outlining data retention, storage, and disposal based on the assessed value.

3. Invest in Technology: Utilize appropriate technologies to store, manage, and retrieve data efficiently.

4. Regular Reviews: Periodically reassess the value of your information to ensure continued relevance and compliance.

By following this approach, organizations can ensure that their data storage decisions are both cost-effective and aligned with their operational and legal requirements.

References

• (nationalarchives.gov.uk)