As organizations increasingly rely on cloud-based storage and SaaS platforms, Chief Information Security Officers (CISOs) and security leaders face a growing challenge: managing the accumulation of stale, sensitive data. According to a study by Varonis, the average employee has access to around 11 million files at work. But how many of these files are actively in use?

The risks associated with outdated data are often overlooked, but the consequences can be severe, especially for companies operating in highly regulated industries. Unchecked stale data can not only lead to security vulnerabilities but also expose organizations to hefty regulatory penalties and irreparable damage to their reputation.

And risk aside, there can be high costs associated with leaving stale data in SaaS tools and cloud storage platforms like Google Drive or Microsoft OneDrive. According to findings from Wasabi’s 2024 Cloud Storage Index, more than half (53%) of IT decision makers surveyed had exceeded their cloud storage budget, with 42% of organizations citing using more storage than planned as the main reason.  

The key to mitigating these risks lies in maintaining full visibility and control over data stored across SaaS platforms. Here are five essential steps companies can take to stay on top of stale data and ensure their sensitive information is secure.

1. Gain Full Visibility Into SaaS Apps and Cloud Storage

The first step to mitigating insider threats and stale data risks is understanding where your data is stored and how it's being shared. In many collaborative SaaS environments, sensitive data is often left unchecked, making it vulnerable to breaches.

A recent study by Metomic revealed that a staggering 86% of files stored in collaborative SaaS platforms like Google Drive had not been updated in over 90 days, with nearly 50% left untouched for more than a year. More concerning, over 40% of these files contained sensitive information, such as Personally Identifiable Information (PII) and financial data. Without comprehensive visibility into how data is being stored and shared, security teams may not even be aware of the potential risks lurking within these environments.

To combat this, organizations must implement tools that provide real-time visibility into all cloud-based apps. Security leaders need the ability to monitor file sharing activity, identify stale data, and flag sensitive files that could pose a threat.

2. Establish Comprehensive Data Management Policies

With the amount of data stored by companies growing exponentially, it’s crucial to have clear data management policies in place. These policies should address how data is classified, how long it should be retained, and when it should be securely deleted or archived.

Effective data classification is key to identifying which files are sensitive and how they should be handled. Modern data classification tools allow businesses to label files according to sensitivity levels, making it easier to prioritize security measures. By setting clear retention policies from the outset, companies can ensure that files that are no longer needed—especially those containing sensitive data—are removed or archived, reducing the risk of exposure.

3. Automate the Discovery and Classification of Stale Data

Manual data management processes are both time-consuming and error-prone, particularly when dealing with large volumes of data across multiple SaaS platforms. Automated solutions can help security teams discover, classify, and manage stale data more efficiently. These tools continuously scan cloud environments to identify outdated or sensitive information, automating the process of tagging and securing files according to predefined policies.

Automating these workflows not only saves time but also minimizes the risk of human error, which is a common factor in data breaches. For example, comprehensive Data Loss Prevention (DLP) tools can enforce automated deletion or archiving of files that haven’t been accessed in a certain time frame, ensuring that stale data is properly handled without manual intervention.

4. Prioritize Compliance With Regulatory Standards

For businesses operating in highly regulated industries like healthcare or finance, managing stale data isn’t just a matter of security—it’s a matter of compliance. Regulations like GDPR, HIPAA, and PCI-DSS require companies to handle sensitive data with care, including its secure storage and disposal. Failing to manage stale data can lead to non-compliance, resulting in costly fines and reputational damage.

By implementing comprehensive data management policies and leveraging modern DLP tools, businesses can ensure they remain compliant with ever-evolving regulations. These tools provide the necessary oversight to monitor how sensitive data is stored, shared, and accessed, helping organizations avoid the pitfalls of stale data and regulatory penalties.

5. Leverage Modern DLP Solutions to Prevent Unauthorized Data Transfers

Data security isn’t just about managing what’s stored—it’s also about controlling where it’s shared. Insider threats and accidental data leaks often occur when employees unintentionally share sensitive information outside the corporate network. Modern DLP solutions offer comprehensive protection by detecting and blocking unauthorized sharing of data across SaaS platforms.

For security leaders, deploying a modern DLP tool is an essential step toward preventing insider threats and accidental data exposure. These tools provide visibility into data transfers and enforce policies that prevent sensitive information from being shared without proper authorization. In doing so, they help organizations reduce the risk of a data breach while ensuring that their compliance obligations are met.

Stale data is an often-overlooked but significant threat to an organization’s security posture. By gaining visibility into their SaaS environments, automating data classification and management processes, and leveraging modern DLP solutions, companies can mitigate the risks associated with stale data. Proactively managing sensitive information not only enhances cybersecurity efforts but also ensures compliance with regulatory standards, protecting both the company’s reputation and its bottom line.

In Cybersecurity Awareness Month—and beyond—staying on top of stale data is a crucial component of any comprehensive security strategy.

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