Despite regular recommendations to the contrary, many users only save important data locally. For example, data is often stored in local user directories instead of on a central file server. E-mails are often only archived locally, as well. Data can then be easily lost in the event of hardware defects, for example. If data important to an organisation is destroyed or falsified, business processes can be delayed or even thwarted altogether. Overall, the loss of stored data can lead to unproductive time and additional costs of recovery, and especially to long-term consequences such as a loss of trust among customers and partners or a negative public image. In extreme cases, the direct and indirect damage caused by a loss of data can threaten the existence of an organisation.

Moreover, if important data is only kept locally, other users cannot access it—for example, if someone is standing in for a colleague who is ill or on holiday.

Even when basic specifications for central storage are observed, however, additional local copies of centrally stored data are often made. In addition to inconsistent versions of data, this often leads to data being deleted hastily or not being deleted as required.