Investigators increasingly face the challenge of working with data they don't directly control. But it's possible to manage that data effectively by combining disciplined data-governance practices, using robust investigative data solutions, and transparent protocols.
Have you ever wondered how many companies keep critical case-relevant data outside their direct control, and what that means when an investigation begins? According to Exploding Topics, roughly 60 percent of corporate data is stored in the cloud, and uncontrolled data challenges are increasingly common.
Today, we're taking a closer look at how modern data management and structured eDiscovery investigations can address those challenges, enabling efficient data handling and preserving compliance and defensibility.
Companies now store information across a mix of cloud tools. Each tool has its own rules for access and retention. This spread makes it harder for investigators to reach the needed records.
It also creates gaps in oversight that weren't present when data lived on a single system. These gaps feed into broader uncontrolled data challenges.
Teams often rely on outside vendors for:
Services like these hold important files that an organization doesn't manage directly.
When an investigation begins, gaining access can take time. That delay interferes with effective data management strategies and slows internal response efforts.
As data gets scattered, organizations turn to information governance software to keep track of what they store and where it lives. These tools help create structure and support modern data management policies. They also help investigators apply consistent rules across varied sources, even when they don't control every platform involved.
Rules tied to privacy and access shape how teams request and handle outside information. Some data requires approval from multiple stakeholders.
Those steps slow down the legal hold process and create points where needed material sits out of reach. Each delay makes it harder to move quickly when an issue surfaces.
Many organizations rely on outside vendors for storage or communication tools. When investigators need files, they often wait for responses from those vendors.
That wait affects efficient data handling. It also increases risk when timing matters.
External systems don't always match an organization's internal tools. Formats differ. Metadata may not transfer cleanly.
Mismatches interrupt smooth workflows. They also force investigators to spend more time validating information instead of reviewing it.
Let's look at how uncontrolled data affects eDiscovery investigations. Many organizations face gaps in access, uneven retention rules, and unclear ownership.
There are three main areas to review:
Unclear ownership makes eDiscovery investigations harder to manage. Some records belong to the organization. Other records belong to vendors or partners. Access may depend on contracts or technical settings.
The limits shape how quickly an investigator can collect the needed files. Slow access creates setbacks, especially when issues require fast action.
Different platforms follow different retention schedules. Some keep data for short periods. Others store it for long stretches.
Inconsistency like this affects eDiscovery and retention and raises the chance that important material disappears before anyone reviews it. Teams must track these limits and adjust their plans so they don't lose information that matters.
Modern systems spread data across many tools. That spread changes how eDiscovery for corporations works.
Teams need clearer agreements with vendors, steady tracking of system changes, and better communication between IT and legal groups. These steps support modern data management and help maintain structure through the full investigative process.
A plan works better when rules are set early. Proactive standards help everyone treat information the same way, no matter where it sits.
The rules define how data should be stored, labeled, and reviewed. They also create structure for information governance software, which gives teams a better way to handle scattered content.
Teams move faster when they know who to contact about outside systems. Clear paths for requesting third-party data cut down on delays.
They support data management strategies that stay steady across departments. When each step is listed in advance, investigators don't lose time figuring out who controls the information they need.
Tools that automate classification, tagging, and validation make a big difference. These investigative data solutions help reduce errors and give teams better insight into the records they collect. They also support modern data management by keeping processes accurate even when data sources differ.
The biggest risks involve:
When outside systems control the information, an organization may not receive files when they need them.
Some platforms delete content faster than expected, which makes uncontrolled data challenges harder to manage. These limits create pressure to secure agreements that protect long-term access.
Teams should set clear rules about when an investigator can request outside records. Rules need to match privacy laws and internal expectations. A strong plan helps avoid misuse while still supporting investigative data solutions that follow legal and ethical standards.
External records fall under a legal hold process once the organization knows the information relates to a matter. At that point, teams must contact the vendor or partner that holds the data. Early communication helps reduce loss and supports steady preservation steps.
These practices strengthen modern eDiscovery investigations and give organizations a reliable way to manage growing demands across varied systems and shared environments.
At Onna, we help organizations turn unstructured data into a strategic advantage. Our platform connects content from tools like Slack, Google, Microsoft, and Confluence, creating a unified and secure foundation for legal, IT, compliance, and AI needs. By centralizing and standardizing cloud-based workplace data, we reduce risk, lower review costs, and strengthen eDiscovery and information governance across the business.
Get in touch today to find out how we can help with your data and eDiscovery.