How Strong Data Governance Supports Forensic Investigations

According to an Exterro “Data Xposure” podcast, when an investigation stalls, the problem usually isn’t forensic tools. It’s poor data governance. That’s the warning from forensic expert Allan Buxton, who joined host Justin Tolman to dissect how poor data management derails even the best digital investigations and what proactive organizations do differently.

Unless strong data governance is in place, scattered systems, unclear retention policies, and inconsistent practices quietly sabotage investigations even before they begin. Without a clear data inventory, forensic teams lose valuable time chasing down missing information, searching repositories, identifying custodians, and discovering that critical data may have been aged out of retention or deleted. 

Legal ops professionals should maintain an up-to-date data map that includes storage details, access policies, system owners, and data classifications. Buxton urged these professionals to define who collects data and when to bring in outside help. Without pre-set policies, precious time is lost in negotiating about self-collection or third-party involvement. “The clock is always ticking,” said Buxton. “And that time can cost you your evidence.”

Clear scoping is equally vital. Adding an extra custodian or system midstream inflates costs, delays, and increases risks. Even the best-run investigations can collapse under the weight of scope creep. Each additional custodian, date range, or data type expands review time, storage costs, and attorney fees.

Standardizing terminology also matters. Terms like “imaging” or “collection” can mean different things to different teams, leading to costly misunderstandings. Shared glossaries, playbooks, and cross-training ensure that everyone speaks the same language, fostering a unified approach. 

Moreover, effective retention policies should meet legal, regulatory, and investigative needs. This means annual reviews of retention schedules, deletion protocols, and system backups to prevent unnecessary risks. While strong data governance policies support every defensible investigation, Buxton noted, “It’s not enough to have a policy on paper. Everyone has to know it, follow it, and be trained to defend it.”