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Do you know where your Data is?

The challenge for businesses knowing where all their data is comes down to the complexity of modern data systems and the need for effective data management policies and procedures.

However, there are several reasons why businesses may not really have the visibility of all their data.

Data fragmentation: Businesses today generate and use data across a wide range of systems, platforms, and applications. This can lead to data fragmentation, where data is scattered across multiple locations, in different formats and multiple solutions, making it difficult to track and manage.

Legacy kit: You may not know you have it, or you may think that it simply isn’t worth considering, but legacy kit plays a huge part in all this, and knowing what and where this is, is so important as it poses as a vulnerability in your overall security and can impact your GRC policies.

Lack of data management policies: Many businesses do not have a comprehensive data management policy in place. Without a clear policy that outlines how data should be collected, stored, and used, it can be challenging to keep track of where data is and how it’s being used.

Shadow IT: Employees may use unauthorised or unapproved applications and tools to store and process data, making it difficult for IT departments to track and manage that data.

Mergers and acquisitions: In cases where businesses have undergone mergers or acquisitions, data may be stored in legacy systems that are not integrated with the new company’s systems.

Data breaches: Cybersecurity incidents can result in data being compromised or lost, making it difficult to know where all the data is at any given time.

What are the detrimental results of not knowing fully where the data is?

Data Security Breaches: Not knowing where data is stored can lead to security vulnerabilities and increase the risk of data breaches. If sensitive data falls into the wrong hands, it can lead to financial loss, damage to the company’s reputation, and legal consequences.

Compliance Violations: Many businesses are subject to data protection regulations, such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). If a business does not know where its data is stored, it may not be able to comply with these regulations, which can result in hefty fines and other penalties.

Operational Inefficiencies: Not knowing where data is stored can lead to operational inefficiencies, such as difficulty locating data when it is needed, duplicated or lost data and increased storage costs.

Business Continuity: Data is critical to the operations of most businesses. If a business does not know where its data is stored, it may not be able to recover critical data in the event of a disaster or outage, which can impact business continuity and result in significant downtime and financial loss.

Legacy kit can cause irrevocable damage: Legacy kit, or outdated technology equipment, can create data management problems for businesses and more importantly provide the gateway into your enterprise for cyber attacks.

In terms of managing this legacy kit, it may not be compatible with newer software, applications, or operating systems. As a result, it may not be able to process, store, or retrieve data in a way that meets the needs of the business.

This can lead to issues with data accuracy, security, and accessibility. For example, legacy equipment may not be able to handle the large amounts of data that modern businesses generate, or it may be more susceptible to cybersecurity threats due to outdated security protocols. Additionally, legacy equipment may be slower and less reliable than newer equipment, leading to delays in data processing and analysis.

To overcome these problems, businesses may need to invest in upgrading their equipment or finding alternative solutions to manage their data. This could involve migrating data to newer systems, implementing data management software, or outsourcing data management to a third-party provider. It is important for businesses to assess their current data management capabilities and identify any potential problems that legacy kit may be causing in order to ensure that their data is being managed effectively and efficiently.


What can businesses do to ensure they have visibility of all their data, wherever that is?

Conduct a data audit: This involves identifying all the data sources within the business, including databases, spreadsheets, and other repositories. This process helps the business to have a comprehensive understanding of where their data is stored.

Implement data classification: Businesses should classify their data based on its sensitivity and criticality. This will help the business to identify the most valuable data and prioritise its protection.

Implement access controls: Access controls should be implemented to ensure that only authorised individuals can access sensitive data. This can involve implementing role-based access control (RBAC) or other access control mechanisms.

Implement data monitoring and analytics: This involves using tools and technologies to monitor data access and usage patterns. It helps to identify suspicious activities and potential security threats.

Conduct regular data security training: All employees who handle data should be trained in data security best practices. This helps to ensure that everyone in the organisation is aware of the importance of data security and knows how to protect sensitive information.

Conduct regular security assessments: Regular security assessments should be conducted to identify potential vulnerabilities in the organisation’s data security infrastructure. These assessments can help to identify areas that need improvement and ensure that the business stays ahead of potential threats.

You know there’s a way to help you achieve all this, right?

This can feel like a huge amount of work to achieve and whilst teams are already burdened with so much to achieve from a cyber security, risk and compliance point of view, enterprises should consider how Continuous Controls monitoring can support their asset visibility. This will alleviate all the pressure from manually having to seek the data sources you do not have visibility of and remove all manual processes to be automatically monitored.

Ultimately you need to ensure there are no gaps in your systems, your processes and thus no gaps in your cyber security and compliance to ensure you are significantly reducing your risk. Asset visibility can begin your journey to CCM so whilst you may not feel your business is mature enough and you do not have the necessary processes in place to elevate to CCM, Continuous Controls Monitoring will actually support you in reaching that first step before continually monitoring your enterprise Ecosystem.


You might want to take a sneak peak into our platform here



How Continuous Controls Monitoring Removes PCI Compliance Challenges

The Payment Card Industry Data Security Standard (PCI DSS) undergoes periodic changes soon to enhance security measures and adapt to emerging threats. Therefore It is imperative that businesses are fully prepared and remain continually compliant meaning utilising the technology of continuous controls monitoring. Continuous controls monitoring (CCM) provides real-time monitoring

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Liam Flavin

Intern Developer -

Ekaterina Kuzevanova

Back End Developer -

Mohamed Mohamud

Front End Developer -

Juan Morales

DevOps Engineer -

Luke Bakare

DevOps Engineer -

Rutvik Belapurkar

Technical Analyst -

Harman Singh Malhotra

Technical Analyst -

Jason Wilkes

Technical Lead -

Annie Greenfield

Marketing Executive -

Ian Waggott

Consulting Practice Director -

A very experienced and respected Senior Leadership Executive, with over 30 years’ experience in Information Technology, Information/CyberSecurity and Risk. Specialises in delivering business transformation, leading people through change and taking them on a journey to deliver and exceed company expectations. Highly regarded by his peers and colleagues across the globe. A very confident and effective communicator at CXO level, and valued as an expert presenter at numerous worldwide forums  . Across his career been in Senior CISO and leadership positions in Banking, Telco, Network & Utilities, Several UK Government Departments, 

Has extensive Cyber Security, Operational Risk, Compliance and Business Transformation expertise, gained across a broad range of industries. Former Director of Cybersecurity for CGI and CapGemini and Ex CISO for O2.

Will Tonge

Head of Recruitment -

Will has spent the last 9-years embedded in Cyber Security working with global, household names and innovative start-ups.

Passionate about bringing people and technology together, Will has worked in various settings, helping build high-growth organisations across multiple sectors. During this time, he has built an extensive network with access to some of the best talent out there.

Outside of QO, his young daughter keeps him well on his toes!

Shaun Barnes

DevOps Team Lead

Mark Hudson

Non-Exec Director -

Mark works with SMEs and charities to develop strategies to help them grow and access development capital. He is a NED, charity trustee and mentor to a wide range of people. His plural career started in 2017 after 16 years at pwc as a Deals partner working with large corporates and PE houses; at pwc he also ran the Retail and Consumer practice and was Chairman of the pwc UK Supervisory Board. Prior to pwc he was an executive director at Welcome Break and Iceland Group, and a partner at Bain and Company. He trained as an engineer at Imperial College and has an MBA from INSEAD. 

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Eamon Flavin

Non-Exec Director -

Eamon is a highly regarded and massively respected technology career professional as well as serial entrepreneur. He has started, grown and successfully taken to market three technology business.

Genuinely expert in technology, Eamon has enjoyed long-term working relationships with many of the world’s top companies and organisations in finance, banking, government, manufacturing, engineering, technology and the charities sector.

He draws on unparalleled contacts and experience and provides advice, solutions and recommendations, as well as helping respond to emergencies. Eamon has grown in-house and client teams and has a gift for hiring great people.

Peter Martin

Non-Exec Director -

Peter has the ability to do what many fail to and that is to consistently bring together highly professional teams and build a business environment that is supportive, agile, professional and where everyone enjoys coming into the office.

Bringing a unique blend of business acumen and technical knowledge to the role of non-exec director, Peter has already demonstrated his ability to bring an exceptional flair for dealing with complex situations with a clear, considered approach.

Personally, Peter brings humility and a strong moral compass to the team. His disarming and self-deprecating approach wins everyone over.

Anwen Haynes

Head of Marketing -

Anwen has worked in B2B and B2C marketing for over 20 years. From transforming end-to-end customer journeys in retail with strategic customer-centric plans to target driven focused strategies for B2B sales. With extensive experience in digital marketing including SEO, as well as Brand development, she loves to develop a cohesive approach to brand image and communications to drive and develop the business proposition and perception.

Alice Walker

Head of Customer Success -

Alice has worked in the IT industry for 20 years. Starting in Procurement, she moved into Software Asset Management before transitioning into Customer Success Management. Working across a variety of roles for different industries as both a customer and a service provider has given her a great understanding of what makes a great service. She has always been passionate about building and maintaining great customer relationships and helping her customers achieve their goals.

Owain Rowley

Lead Developer -

Owain has spent nearly a decade building software solutions and products within the cyber security sphere for the likes of government entities, large telecommunication companies, banks and card transaction companies.

This level of experience allows him to swiftly identify business and security processes that can be streamlined with automation, increase the efficiency of existing processes, as well as generate insightful data visualisations and models for members of an organisation at each different level.

Ami Penolver

Head of HR & Legal -

Ami is a finance sector career professional, with many years’ experience working in financial services, both in London and throughout the UK. In addition to financial control, she looks after HR and legal for the company.

Being a mother of two also equips her with the basic skills required to manage a senior team of management and technology consultants.

Ami’s sense of balance and perspective is an essential ingredient of the Quod Orbis culture.

Alastair Dickson

Commercial Director -

Alastair has spent the last 20 years working in Cyber Security and Risk Management. He is a passionate believer that security solutions should enable a business to take advantage of all the benefits of the digital world, while not putting the organisation’s data or productivity at risk.

Alastair has developed high-performing teams in some of the industry’s most competitive markets and launched new innovative technologies to market.

Being a rugby coach, and also having four sons at home, means he has lots of experience in keeping a passionate team in order but always has time for some fun!

Gary Penolver


Gary has 15 years’ experience in senior technology roles, and has already been closely involved in starting and taking two technology companies to market.

Totally comfortable with a fast-moving, state-of-the-art technical landscape, he helps his clients maintain and improve security and compliance.

He has a reputation for delivering pragmatic and easy to maintain solutions – business owners and managers enjoy knowing that the security and compliance is well managed and automated, properly instrumented and reported at a competitive cost point.

Honest, open, unflappable and very social, Gary is trusted by many household-name organisations to protect their, and their client’s data.

Martin Greenfield


Martin is an experienced technology and organisational transformation specialist and an excellent, proven leader and communicator in mission-critical operations, particularly in security technology.

Over the past 20 years, multi-billion pound commercial organisations, including global banks, utilities and major investment funds have trusted Martin to transform their operations to meet financial, operational and compliance targets.

Martin optimises operations, managing and transforming operational teams of between 50 and 500 people, to deliver the highest levels of audit compliance, risk management and financial efficiency.

Often working with other major consultancies and suppliers for new global corporate owners or management teams, Martin will help integrate and streamline operations on a global basis.

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