Achieve your corporate agenda implementing an Information Governance (IG) program in your organization Leverage your information assets, mitigate risk and reduce storage costs April 2015
Jul 28, 2015
Achieve your corporate agenda implementing an Information Governance (IG) program in your organization
Leverage your information assets, mitigate risk and reduce storage costs
April 2015
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Are these the arguments you get when you advocate for IG?
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We don’t need it
We have no budget
Our corporate agenda is first We have
other priorities
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Align the corporate agenda with IG
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I am not convinced we can align our
corporate agenda with IG
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Why do organizations implement IG?
75% said risk avoidance
50% said it was to increase
productivity
Around 30% said it was to reduce storage costs
Source: http://bit.ly/1zuo6I
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Information Governance• Information governance is the key to business success • IG “enforces desirable behavior in the creation, use,
archiving and disposition of ALL corporate information” Therefore it Reduces cost Mitigates risk Leverages your information assets
Making your business more
competitive
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Sure can
OK, I get the idea, can you tell
me, HOW?
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FIRST LET’S TALK ABOUT “WHO” IS IN CHARGE OF DEFINING POLICIES• Managing all the information in an organization is a
collaborative effort. • There is a committee that has authority over how the
organization manages information. They are called the IG Steering Committee (the A-team).
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LET’S SET-UP THE IG STEERING COMMITTEE (THE A-TEAM) • Who should be in it?
– Representatives from records management, legal, security, privacy, risk, compliance and IT….
• Start from scratch? – An IG steering committee can be built independently
or rely on previous groups and stakeholders– You need the right leader for this Committee!– Get executive sponsorship!
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OK, so what does your
A-team do all day?
They define policies
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THIS IS HOW YOU “DO” INFORMATION GOVERNANCE• The IG Steering Committee starts by defining and testing
policies that are centralized • Policies need to be approved according to authority levels
defined in work flows • The committee incorporates region-specific laws and
regulations to the policies• The policies are to be enforced across all information in
national boundaries • The program needs to be measured and adjusted
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DEFINE POLICIES - CORPORATE WIDE POLICES• Defining policies is the IG Steering Committee’s main
responsibility• Policies encapsulate the requirements from across the
organization • The following questions are to be addressed:
– What information should be governed?– Why does it have to be governed?– When can this information be disposed of legally?– How should the information be governed?
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When defining policies start small. Use a collaborative approach. With content stored in different repositories and geographical locations, policies have to be:-Centralized to be accessed in several locations-Content agnostic: to be applied to content wherever it is located
How will we comply with
region specific laws and
regulations….??
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We need three things to be compliant • 1) The latest laws and regulations from all the countries
you operate in• 2) The IG Steering Committee creating policies based on
those laws to be applied to any information regardless of where it is stored
• 3) Automation of those policiesThis means IG policies take into account the latest laws and regulations so you can effectively manage your information.
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Oh, and who is going to enforce those policies?
IT because policies need to be non-
intrusive to the users, let’s talk about enforcement.
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Enforcing corporate wide information governance policies • This step is the key to success of an IG program• IG steering committees set the policies and have authority
and accountability to make sure enforcement is in place, but they don’t enforce policies directly
• Who does? That is IT’s job… with the help of some automated processes
• IT needs to be effectively engaged for the policies to be enforced
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It sounds like a lot of time and
money spent on this IG thing.
Yes, but it is a lot cheaper than
e-discovery and there are benefits. Here is
the next phase…
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Measure programeffectiveness and make adjustmentsCost refers to 4 different types of optimization: • Storage costs: potentially 60-68% cost savings per year• Elimination of the over-retention of physical records:
savings of hundreds of thousands of dollars• Staff cost containment: storage is cheap, IT professionals
to manage data are not - millions a year can be saved • Reduction of e-discovery costs: For a legal professional to
review 1 terabyte of data costs around $18, 750. Less terabytes, less costs!
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Information = $$$$IG leverages the value of your information assetsWe performed research about infonomics and these are some of our results: • 53% said the main driver is to make better decisions • 57% said they have a process for establishing economic
value (and cost) of information• Of those, 68% indicated that IG is a priority given the
velocity, variety and volume of information– Read the research here: http://bit.ly/1JWCqJz
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Continuous program• The implementation of your information governance
program is not done. This is not the end, as Bassam Zarkout says:
“Information governance is not a one-time project, it’s a continuous program
that must be backed within the organization and IT infrastructure.”
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Interesting, how do we
start?
Let me show you how you can easily begin
your InformationGovernance Journey
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Start Your Information Governance Journey
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Reduce your storage costs and mitigate risk Centrally manage policies independent from repositories Govern your information across multiple laws and
regulations Build your own information governance program