File storage is the backbone of daily collaboration – yet in many companies, it's an impenetrable mess: chaotic folder structures, duplicate files, and inconsistent filing rules. What at first glance appears to be a mere organizational problem quickly turns out to be a real risk to efficiency, security, and compliance.
The focus of our practical webinar on May 6, 2025, was precisely these challenges: How can we manage the uncontrolled growth, establish clear structures, and thus increase productivity while also meeting regulatory requirements?
Our experts David Stülpnagel and Rüdiger Bohle demonstrated in a practical way how companies can future-proof their file storage with a well-thought-out data usage concept (DNK) – for more clarity, less search effort, and IT that not only manages but also shapes.
Watch the webinar recording now
Watch the full webinar now – or use the chapters in the YouTube video to jump directly to the relevant sections:
The webinar at a glance: Starting point, goal & solution
The webinar on May 6, 2025, was titled "From data sprawl to clear structure: How a data usage concept makes your company more secure and efficient" and was aimed at IT managers, data strategists, and decision-makers in companies who are confronted with unstructured data and inefficient file storage on a daily basis.
David Stülpnagel and Rüdiger Bohle from migRaven used practical examples to show why a structured data usage concept (DNK) is indispensable today – not only to meet compliance requirements, but above all to increase efficiency and secure corporate knowledge.
Central question: Why does every company need a DNK?
Unstructured file storage leads to search times, redundant work, shadow IT, and security gaps. Teams work in parallel tools, personal filing habits overshadow clear structures, and responsibilities are often unclear. Added to this are increasing regulatory requirements (GDPR, NIS2) and the risk of data breaches.
This is precisely where the DNK comes in: It creates binding rules about where which data is stored, who may access it, how it is classified, archived or deleted – and ensures that these rules are also implemented in everyday life.
The five pillars of a successful data usage concept
The webinar focused on a tried-and-tested 5-pillar model:
- Structuring of storage locations: Clearly defined storage locations for different data types (e.g. projects, processes, confidential data).
- Access management: Role concepts with clear responsibilities, for example through the introduction of data owners.
- Archiving & Storage: Rule-based archiving to reduce irrelevant data volumes.
- Classification: Sensitivity and context-based assessment of data for targeted treatment (e.g. according to GDPR).
- Extinguishing concepts: Automated deletion strategies for exchange directories and outdated content.
Particular attention was paid to the central requirement that a DNK not only documented, rather lived in everyday life must be implemented – with clear, understandable rules for all employees. Therefore, practical implementation rules, simple guidance (e.g., one-pagers, decision matrices), and the involvement of all stakeholders are essential.
Project approach and tool support
At migRaven, the DNK project is divided into five coordinated phases – from planning and current situation analysis to conception, implementation, and follow-up. Specialized tools such as the migRaven Analyzer, Data Retention, and migRaven.Archiver for teams are used.
The webinar showed, among other things, how migRaven works internally with its own DNK – including clear structural specifications, intelligent folder logic and standardized recertification processes.
Conclusion
The webinar made it clear: A good data usage concept is not just an IT issue. It is a business-critical strategy for securing knowledge, increasing efficiency, and reducing risks.
migRaven offers not only methodological expertise but also the appropriate software support – from analysis to operational implementation.
Key takeaways from the webinar
| Theme | understanding |
|---|---|
| Data chaos | Distributed, unstructured filing systems lead to loss of efficiency and risks |
| DNK goal | Order, security and transparency in data processing |
| 5 central elements | Storage locations, access, archiving, classification, deletion |
| practicability | DNKs must be lived in everyday life, not just documented |
| Tool support | migRaven provides software solutions for implementation and automation |
| Business added value | Faster processes, lower costs, better compliance & security |
Do you want to bring order to your data?
Take the opportunity to set up your own data usage concept – with clear rules, structured storage locations and secure access management.
Our experts will accompany you step by step – from the first workshop to practical implementation.
If you have any further questions or would like to discuss things in more detail, we would be happy to help.
You can also easily book an appointment on our website:
