Data hoarding occurs when people or organizations save excessive digital data, often without a clear need. Whether it’s photos, old documents, or backups, this habit can lead to so-called digital clutter, security risks, and even legal issues.
People hoard data for many reasons: anxiety over losing meaningful data, strict workplace policies, or simple neglect. The result? Increased costs, tougher compliance, and a greater likelihood of security breaches. In day-to-day life, it can cause stress and decreased productivity from struggling to maintain a tidy digital workspace.
This article explores the different kinds of data hoarders, commonly hoarded files, and the risks involved—particularly for businesses dealing with security and compliance issues. It also offers practical tips to declutter and keep things in check at work and at home.
What is data hoarding?
Data hoarding occurs when too many digital files pile up, as people, businesses, and other groups hold onto unnecessary emails, media, and documents.
Some individuals do so for archiving purposes, with entire online communities dedicated to the practice (such as DataHoarder on Reddit). That said, many neglect to remove files that no longer serve a purpose or hoard data out of a constant worry they’ll lose important info.
Hoarders may also keep duplicate files or multiple backups of their data. While backing things up isn’t inherently bad (and is even recommended), it can quickly get out of hand if you’re compulsively collecting data.
The four types of data hoarders
An in-depth study from Northumbria University explored data hoarding and its effects. Based on interviews with individuals who struggle with excessive digital clutter, researchers identified four distinct types of data hoarders:
- The Collector: Meticulously organizes files, sorting and labeling every item with care. They take pride in keeping their large archive (e.g. photo albums, music and movie libraries, etc.) well-organized and easy to navigate.
- The Anxious Hoarder: Clings to old records out of fear they might need them later. Their habit of archiving materials provides a false sense of security, as the idea of deleting something important feels riskier than keeping everything “just in case.”
- The Compliant Hoarder: Retains digital records not out of personal attachment but to comply with workplace data retention policies. This often leads to a buildup of redundant data that disrupts productivity and may pose a risk in the event of a cyber attack.
- The Disengaged Hoarder: Lets files build up over time, putting little effort into digital upkeep. Disengaged hoarders often don’t mind the clutter, so they may not feel the same sense of distress as a collector or anxious hoarder.
What kind of data can be hoarded?
There’s no shortage of data people can hoard, letting it gather electronic dust on their hard drives. Here are some examples:
- Personal information: Digital photos and videos have taken the place of dusty photo albums and drawers of old video tapes. Meanwhile, shelves and binders full of personal documents have given way to hundreds of emails and PDFs.
- Applications and entertainment: This includes extensive music and movie libraries, massive game stashes, or endless software troves (often multiple versions of each).
- Academic archives: Scholars and investigators regularly save studies, test results, datasets, and other resources for later review or citation.
- Corporate records: Regulations often force businesses to store customer, transaction, and similar data longer than needed. That said, it’s not uncommon for them to hoard data, thinking it could support future decisions, even if the actual value isn’t clear.
- Endless backups: Again, a decent backup strategy is not a bad idea, but some people and organizations can take it to unnecessary extremes.
- Web scraping: Companies tend to pull vast amounts of data from online sources, much of it either excessive or of little practical value.
What are the risks of data hoarding?
Besides the psychological distress and increased difficulty staying on task some people experience due to data hoarding, the practice can pose major legal or operational risks for any institution, such as:
- Data breaches: Massive digital archives open more doors for hackers to access sensitive details.
- Environmental impact: Storing excessive data leads to increased energy requirements and carbon emissions.
- Legal consequences: The exposure of personal or confidential information can result in hefty fines and legal liabilities for organizations.
- Regulatory hurdles: Data hoarding can make it harder to comply with the EU GDPR, US data privacy laws, or other data protection policies around the world.
- Rising expenses: Maintaining extensive data libraries drives up costs in software, equipment, and staffing.
- Analysis challenges: More doesn’t always mean better. Sifting through ever-increasing stores of data can lead to low-quality insights or costly mistakes.
Is data hoarding illegal?
No, data hoarding is not illegal as long as you only store personal and legally acquired materials.
Of course, data brokers often push the limits of what is ethically and legally acceptable, hoarding and selling off vast amounts of personal data without consent. The same goes for any other entities hoarding data without a legitimate purpose.
This has led to GDPR provisions that require organizations to provide a clear legal reason for collecting and retaining data.
Related: How to remove yourself from the internet
How to stop and prevent data hoarding
Here’s how to stop data hoarding and prevent things from getting out of hand in the first place.
1. Start with “why”
do an audit of your digital clutter and ask yourself, ‘Why?’. Why keep those old emails or work-related PDFs even though you changed jobs years ago? Why have 50 bookmark folders or 1,217 Chrome tabs open when you have no idea what’s in them anymore? Why hang onto a “500 movies you must watch before you die” folder if it’s been sitting there unopened since 2017?
If you can’t think of a good reason to keep things you’ve gathered over the years beyond “I might need it someday” or “just in case,” it’s time to let go.
2. Break the task down into manageable chunks
Here are a few tips so the data clean-up doesn’t feel as overwhelming:
- Tackle one category at a time. Focus on just your downloads folder, old documents, or saved memes instead of trying to clean up everything at once.
- Set aside a few minutes each day to just delete things. If you’re unsure about keeping something, move it to a “review later” folder and delete anything you haven’t touched after a set period (e.g., 3 months).
- Avoid the “one in, one out” approach because it often leads to hoarding more photos or documents you don’t actually need after deleting a few.
- Increase the “out” part of the rule. This can work wonders for decluttering digital spaces, like your photo gallery or file storage. Think one in, three out.
- Deal with junk mail right away instead of letting it clog up your inbox later. Be wary of phishing emails that use fake “unsubscribe” links to steal your data or install malware.
3. Clear out duplicates
Even after deleting “the obvious choices,” you probably still have duplicate or near duplicate files you might hang on to.
Those 50 versions of the same sunset or those ten slightly different selfies from the same angle? A dozen copies of the same meme saved at different times? Software installers from years ago, long after updating? They need to go, too.
You can sort items by size or name to make your duplicate hunt easier. Meanwhile, free tools like VisiPics (Windows only) can help you identify and delete photos with minimal differences. It’s especially useful if you have a huge photo collection and haven’t had the time to organize it.
Macs don’t have much in the way of free duplicate photo finders, though we’ve seen users praise PhotoSweeper’s pro version.
4. Delete “backups” on the same device
A backup is only really a backup if it’s stored elsewhere, like an external HDD, USB stick, or on a cloud backup service. Two copies of “finalfinal.psd” or a copy of your photo library on a different partition won’t help if your drive fails.
Don’t have any external drives or running low on cloud space? Then think of this as your final litmus test: if you wouldn’t invest in extra storage for it, it’s not worth the clutter.
5. Sort your files
Now that you’ve cleaned up the unnecessary clutter, it’s time to organize what’s left. Start by creating broad categories, then break them down into more specific folders. This will make it easier to locate files in the future and keep things from getting chaotic again.
If you’re dealing with a large amount of data, consider naming conventions that include dates or specific details to help track revisions.
Make it a habit to keep your folders organized regularly to avoid future clutter. Set aside time once a month to review and sort any new content that may have piled up. Marking it on your calendar on your phone (or physical if you’re old-school) can help “set it in stone.”
6. Don’t be afraid to ask for help
It’s not easy to admit there’s a problem, but you can always seek professional help if data hoarding starts affecting your mental well-being. Meanwhile, friends and family can keep you on your toes as an ongoing support system.
You don’t even have to frame it as a problem if you’re not comfortable with that. Simply say you’re doing some “digital spring cleaning” and make it a casual hangout. Having people around has proven successful at keeping you accountable while you tackle a job you’ve been putting off, such as sorting through those three years’ worth of vacation photos and cat memes.
If it’s a work-related issue, there’s a different set of professionals that can get things under control. Data analysts and information management consultants can help sift through files, optimize storage, and improve organization. IT consultants and cloud storage specialists can also streamline systems and reduce redundancy.
Whether it’s old business records, excessive backups, or an overflowing email archive, the right expert can make the process smoother. That, and ensure your data is both manageable and compliant with relevant data protection policies.
Data hoarding: FAQs
What is an example of data hoarding?
An example of data hoarding is saving thousands of old emails, downloading massive amounts of media without organization, or keeping outdated work files indefinitely. This often happens due to fear of losing information, leading to excessive digital storage with no real plan to use it.
Is data hoarding related to OCD?
Data hoarding and OCD can sometimes be connected, but the relationship isn’t always straightforward. A study in The American Journal of Psychiatry found that hoarding is often its own syndrome, but some people experience it as part of OCD.
OCD-driven data hoarding may involve extreme anxiety over deleting files, a need to check or organize them in rigid ways, or intrusive thoughts about losing something important. However, not all data hoarding is tied to OCD. It can also result from disorganization, poor digital habits, or a simple reluctance to remove files.
What is the meaning of data clutter?
Data clutter refers to the excessive buildup of digital media, emails, and other information that makes it harder to keep things tidy. Too much data can slow down your device, reduce efficiency, and cause mental overload.
