The Hidden Risks of ROT Data: Why Ignorance Isn’t an Option for CISOs

What is ROT data?

ROT data refers to information that is Redundant, Obsolete, or Trivial—files, emails, and records that serve no current business or compliance purpose.

While it may seem harmless to keep, ROT data can create serious risks for organisations, particularly when it comes to cybersecurity, compliance, and cost efficiency.

For Chief Information Security Officers (CISOs), ignoring ROT data isn’t just inefficient—it’s a liability.

TL;DR

ROT data (Redundant, Obsolete, Trivial) creates hidden risks for organisations. It increases the threat of cyberattacks, exposes businesses to compliance breaches, inflates costs, and slows digital transformation. For CISOs, tackling ROT is no longer optional—it’s essential for security and compliance.

Take our ROT Action Plan Checklist, and see if you’re managing your data today!

Why ROT Data Is a Serious Risk

1. Increased Cybersecurity Threats

• Larger attack surface: ROT data unnecessarily expands the amount of information your organisation needs to secure.
• Data breaches: Hackers don’t discriminate between critical and trivial files—if ROT contains sensitive details, it can become a goldmine for attackers.
• Shadow data risks: Old backups, forgotten archives, and unused systems often contain ROT data that isn’t properly monitored.

2. Compliance and Legal Exposure

• GDPR and DPA compliance: Under regulations like GDPR and the UK’s Data Protection Act, organisations must demonstrate control over personal data. Holding outdated or irrelevant records increases the chance of non-compliance.
• Regulatory fines: Retaining ROT means you may be storing personal or sensitive information beyond its lawful purpose—an easy way to trigger penalties.
• E-discovery costs: In legal cases, ROT data may need to be reviewed and disclosed, inflating costs and creating unnecessary exposure.

3. Operational Inefficiency and Costs

• Storage expenses: ROT consumes physical and digital storage space, leading to inflated IT costs.
• Reduced productivity: Employees waste time navigating cluttered systems, slowing down workflows.
• Obstructed digital transformation: Outdated systems full of ROT hinder automation and cloud migration projects.

How CISOs Can Tackle ROT Data

Step 1: Identify and Classify

• Conduct a data audit to locate ROT across servers, archives, and cloud storage.
• Use automated tools and classification policies to separate ROT from business-critical data.

Step 2: Establish Clear Governance

• Align with information governance policies that dictate retention periods and deletion rules.
• Work with compliance teams to ensure ROT disposal aligns with regulatory obligations.

Step 3: Securely Dispose of ROT

• Use secure destruction methods for physical and digital ROT.
• Validate destruction with audit trails to satisfy regulators.

Step 4: Embed ROT-Free Practices

• Train employees on identifying and preventing ROT accumulation.
• Build ROT management into ongoing information lifecycle management.

Get ROT-Free with Crown Information Management

At Crown Information Management, we help organisations identify, manage, and eliminate ROT data to reduce risk and unlock digital transformation. From secure destruction to advanced digital solutions, we’ll ensure your business is compliant, efficient, and future-ready.

Ready to take control of ROT? Get in touch with our team today.