Stop with the data hoarding! Information retention and deletion as key to reducing risk

In a world overflowing with data, organizations are increasingly facing a serious problem: what to do with information that is no longer needed? Storing data “just in case” ceases to be a precaution – it becomes a business risk. In the era of new privacy regulations, such as GDPR and CCPA, the approach to data must change. The era of minimization is coming: collect less, keep it shorter, delete it faster. With tools like Gimmal, companies can effectively get rid of ROT (Redundant, Obsolete, Trivial data) and protect themselves from costly incidents.

Key findings

Holding data without purpose today is not just a waste of space, but a real threat: financial, legal and reputational. ROT is a silent enemy that can sink a company. New regulations require clear justification for any information retained. Building a defensive and automated data management system is not an option – it’s a necessity. Gimmal solutions are the answer to this challenge.

Table of Contents:

1. The problem of ROT: a hidden threat

2. New definition of sensitive data

3. Data minimization as a legal requirement

4. Conflict between retention and regulation

5. How to implement a defensive data program

6. Why companies are afraid to delete data

7. Summary

The problem of ROT: a hidden threat

ROT is redundant, obsolete or irrelevant data that proliferates unattended. While cheap to store, they are a serious burden. They drive up e-discovery costs, increase the attack surface in the event of breaches, and their presence can result in legal sanctions. Holding “stock” today is a risk, not a strategy.

New definition of sensitive data

Sensitive data is no longer just PESEL or ID number. More and more regulations are protecting location, biometric data and even inferences from AI algorithms. Especially dangerous are backups and exports abandoned on servers – they are the most common targets of leaks.

Data minimization as a legal requirement

Regulations such as GDPR, CCPA and BIPA impose one standard: don’t store longer than necessary. Financial institutions must delete customer data after 2 years, unless there is another legal requirement. The trend is clear – from collecting to justifying.

Conflict between retention and regulation

Companies must reconcile legal obligations with minimization imperative. Retaining data “just to be sure” may not pass the compliance test in an audit. A clear process is needed: documentation of goals, retention policies, legal hold mechanisms and decisions backed by risk analysis.

How to implement a defensive data program

An information management program must be scalable and defensible. Gimmal allows you to detect ROT, set up “soft” deletion and automatically classify data. Building cross-departmental teams is also key: IT, legal, compliance and data owners.

Why companies are afraid to delete data

Fear of removing “something important” paralyzes action. But in practice, ROT is an impediment to action – not a value. Systematic removal of outdated data promotes security, reduces costs and improves the quality of data used in AI projects.

Summary

Ignoring the problem of outdated data is an open invitation to penalties, losses and leaks. Regulations are constantly tightening requirements, and companies must adapt to the new reality. With Gimmal, organizations can not only survive in the new regulatory environment, but also regain control of their information – quickly, effectively and securely.