Case Study: Black Gold School Division achieves proactive data governance and eliminates 1.5M ROT files with ActiveNav Cloud

Black Gold Schools Division Enhances Data Governance with ActiveNav Cloud

Black Gold School Division (BGSD), an Alberta education district serving roughly 13,000 students and 1,300 staff, faced growing data governance and privacy challenges after accumulating more than 70 TB of unstructured data across file shares, SharePoint Online and Google Workspace. With duplicate and obsolete files, sensitive student records sometimes kept in personal drives, and stricter provincial privacy requirements, BGSD sought a proactive solution and selected ActiveNav’s cloud platform, ActiveNav Cloud, to gain visibility and control.

ActiveNav Cloud was deployed to discover, classify and continuously monitor BGSD’s file shares, SharePoint Online and Google Workspace Drive repositories, flagging sensitive data and unauthorized personal-drive records and enabling customized governance workflows. ActiveNav helped BGSD identify and remove over 1.5 million ROT files, free storage, reduce compliance risk, improve operational efficiency, and establish an ongoing program of automated retention and deletion supported by continuous monitoring.

Black Gold Schools Division

Ruvilyn Gatchalian

Electronic Records Advisor