Hello,
You've hit one of the central problems of information management! There's no easy answer because even if you put strict procedures in place for central databases and document repositories, and automatic deletion for emails, there's no guarantee that corporate records aren't being held elsewhere.
Having said which, your Information Asset Register is a key starting point, particularly if it identifies Information Asset Owners within the organisation who can take responsibility for their own information sets, wherever they are held - and ensure they are accurate, findable and not kept for longer than they should be.
Nobody does it perfectly, but I would say this is a start!
thanks
Katharine
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