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You Can’t Keep It All …Or Can You?
Legacy Data, Storage, and Data Transformation


  • Data retention is a business problem; retrieval is IT’s problem.
  • Retention needs to be designed for the content within the data, not just the data.
  • Retained data needs to be accessible and useful to the business for long periods.

As data takes on a more important role in businesses, organizations are looking for ways to retain and access specific data.  At the same time, the amount of data generated by organizations continues to grow, making it difficult for IT teams to hold onto everything and make it accessible, not just for an emergency disaster recovery scenario, but when needed—now and in the future.

Trusted Data Solutions (TDS) helps companies retain and access legacy data, regardless of the age or format of the information, so that businesses can access the information when requested.


In our recent webinar, Nick Cavalancia and Chris Clark discussed the problems that IT teams face retaining and managing data, and making specific data accessible when needed.  You can read an executive summary of the webinar below as well as watch the webinar and download a PDF of the summary.

Presenter: Nick Cavalancia

Founder, Techvangelism

Presenters: Chris Clark

Co-Founder and Chief Executive Officer, Trusted Data Solutions (TDS)


In our recent webinar we invite you to learn more about developing a strategy to handle the growing amount of email, archive and legacy tape data.

Data retention is a business problem;
retrieval is IT’s problem.

Business and its requirements dictate what data needs to be retained. How that information is retrieved when it is needed is the problem that IT needs to solve.  In developing a solution, issues surrounding retention and retrieval need to be considered up front, before the archived information is requested.

One challenge is that IT traditionally thinks of data retention in terms of backups. While data backups for disaster recovery and data retention for business needs may look the same, they are actually very different both in why they are done and when they may need to be accessed.


Differences in IT-driven Backups and Business-driven Data Retention

Backups (IT-driven)

  • Used to restore systems when problems occur; keeps business running as problem is resolved.
  • Daily, weekly, and monthly backups preserve all data on the system.

Data Retention (Business-Driven)

  • Keeps specific data to meet business, legal, or other records management requirements.
  • Content may need to be accessed years later upon request, potentially when the original system is no longer in use.

“[In IT] you don’t back up types of data, you back up all of it. This is a Mars and a Venus problem, from an IT and business perspective.”

– Chris Clark, Co-founder and Chief Executive Officer, Trusted Data Solutions (TDS)

Retention needs to be designed for the content
within the data, not just the data.


It is not simply the data that the business cares about, but the content within the data. This focus on specific content, such as all of the emails and documents associated with a specific project, is a key consideration when designing how the information is retained.


Focusing on specific content and when and how the business might need to retrieve this content allows IT to identify what content needs to be captured.  Understanding these business needs also enables IT to properly design retention processes and retrieval plans, as well as identify which storage media will be used to keep the content.

Common Storage Media Used for Data Retention






“The content within the data is more important than the data overall.”

– Nick Cavalancia, Founder, Techvangelism 

Retained data needs to be accessible and
useful to the business for long periods.

Unlike backups, which are used for business continuity, retained data needs to be accessible and useful to the business over a long period of time. This does not necessarily mean that data needs to be made available immediately upon request; most litigation and compliance requests allow for a “reasonable” period of time to retrieve the data.


From the business perspective, this “reasonable” period means having a retention and retrieval process that is reliable and defensible. The business needs to be able to show that the data is properly managed and accessible, which requires having a retrieval strategy in place before the data is actually requested.

IT teams need to think into the future when planning and designing the retention and retrieval process. Two key steps in this process are:

  • Define content and data. Engage the business to identify the content within the data that needs to be retained so that it can be accessed at a later date if necessary.
  • Define retention and retrieval rules. All stakeholders within the business, including IT, need to agree upon a plan on what data is being retained as well as expectations around retrieval.

For more information about Trusted Data Solutions:

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