Last Updated on June 2, 2025 Jenn Smith
Monthly Industry Trends & Insights From Colligo CEO Tim Brady
“You’re better off keeping just the right amount, rather than too much or too little.”
Lately, I’ve changed my thinking on a fundamental question in records management: how much information is the right amount to keep?
After speaking with hundreds of professionals this spring at conferences like AIIM, ARMA, and IRMS, I’ve come to believe there’s a smarter, more balanced approach to data retention—one that lies somewhere between “keep everything” and “dispose aggressively.”
Previously, I subscribed to the idea that it’s safest to retain slightly more than you think you’ll need, and eliminate the rest. And in many cases, that’s still a valid strategy. But today, I’m more convinced than ever that striving for “just the right amount” is a better goal—for compliance, for usability, and most importantly, for risk reduction.
As records management, IT, and legal functions increasingly overlap, their perspectives must also evolve together. That can be uncomfortable—but it can also be incredibly productive. IT brings technical know-how and a toolbox full of solutions. Legal ensures adherence to rules and regulatory standards. When these two teams align with Record Management, they form a powerful coalition for doing things the right way.
More and more, I’m seeing Records teams report directly into Legal. That’s not a bad thing—it’s often a catalyst for more precise, risk-aware approaches to information governance. In that context, retaining only what’s necessary—and disposing of everything else—becomes a strategic imperative.
Why? Because minimizing excess data reduces your surface area for risk. It limits exposure to discovery and audit issues, and creates a more manageable and responsive information ecosystem. And yet, this doesn’t mean compromising access: the goal is still to ensure users can find what they need, when they need it—but not drown in what they don’t.
Of course, this is much easier when you have the right tools in place—like an email management solution that captures key metadata and supports automated retention policies. But tools alone aren’t enough. You also need a strong strategy and a culture that understands why thoughtful retention matters.
Have a different take? I’d love to hear it. This topic came up during our recent webinar, How to Fix Your Email Compliance Problem, and I also covered it in a presentation at ARMA Canada. If you’d like a copy of the slides, just drop me a note at info@colligo.com.
Let’s keep the conversation going—and keep threading that needle.
Disclaimer: The opinions expressed here are solely my own and do not necessarily reflect the views of Colligo. Think of them as ‘strong opinions, loosely held.’ Proceed with curiosity and a sense of humour!
