Information Governance: Playing by the Rules
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Based on AIIM's latest information governance research; here's a quick look at a few infogov essentials. And always remember, you don't buy governance, you create a governance culture and policy that's enabled by technology you buy.
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Information Governance: Playing by the Rules
- 1. Market Intelligence Based on: Information Governance: Playing by the Rules Presented by: Bob Larrivee, Director of Custom Research Eye on the Industry
- 2. Market Intelligence Based on: Identify current governance guidelines What Do I Do?
- 3. Market Intelligence Based on: AIIM Research Shows • Only 16% regularly train all staff – 31% do no training at all • Senior management is ignoring the risks – 31% report poor electronic records-keeping is causing problems • Emails are acknowledged as records – The filing systems are chaotic
- 4. Market Intelligence Based on: What are the Risks? Which of the following do you consider to be the three biggest risks to your company from a failure of information governance?
- 5. Market Intelligence Based on: Consider This Information Governance is required Compliance needs must be met User buy-in is critical Automation will help Auto-classification reduces risk Technology requirements will vary
- 6. Market Intelligence Based on: Recommendations Look to your existing policies Ensure new/existing staff are trained fully Look for automated classification tools Don’t wait until you need an e-discovery process
- 7. Market Intelligence Based on: Thank You • Download a free copy of the AIIM Industry Watch titled: Information Governance - records, risks and retention in the litigation age • www.aiim.org/research • To Contact Bob: • blarrivee@aiim.org • @BobLarrivee on Twitter • www.linkedin.com/in/boblarrivee
- 8. Market Intelligence Based on: www.aiim.org Eye on the Industry
Editor's Notes
- Hello and welcome to Eye on the Industry, an AIIM presentation designed to help you in your quest to find ways of managing your information and processes more effectively and efficiently. I’m Bob Larrivee, Director of Custom Research at AIIM. When I ask about information governance in the workplace, many people tell me they know they have some sort of governance but are not sure what it is. When I ask how they know there is governance in place, they often say, I was taught to do things a certain way. Yes, this is governance, and no, to learn it this way is not effective. This approach may put you at risk if there are certain things you should be doing and are not, simply because no one told you about it.
- In many organizations, there is a policy in place. The questions is, where does it reside, and secondly, who is responsible for it? If you do not know where to look, begin with the records manager and ask about their policy and governance over records. From there, head to the CIO and inquire about the overarching governance policies for the company. Ultimately, it is the CIO who is responsible for all information management practices. You may also want to discuss it with the folks in legal as they may have some sense of what is required from a litigation and compliance angle.
- AIIM research1 shows that effective information governance is crippled by poor training. Only 16% regularly train all staff. 31% do no training at all. Senior management is ignoring the risks. 31% of respondents report that poor electronic records-keeping is causing problems with regulators and auditors. 14% are incurring fines or bad publicity. Emails are acknowledged as records, but the filing systems are chaotic. 73% include email in their retention policies, but most rely on manual methods to file them.
- Excess litigation costs are clearly seen as the biggest risk of a failure of information governance. Since information governance also includes protecting confidential and customer-related data, the bad publicity and loss of customer confidence from a data leak is also of considerable consequence.
- Look to your existing policies and seek to align your electronic records practices with those that you already have for physical records. Ensure that new staff and existing staff are fully trained on compliance with the policy. Look for automated classification capabilities in your existing systems or future purchases. These can make a big difference to user acceptability and to the accuracy of indexing. Don’t wait until you need an e-discovery process – you may be given a short time limit. Have processes and mechanisms in place.
- I I hope you have enjoyed this presentation and invite you to visit the AIIM website at www.aiim.org/research, to download a free copy of Information Governance - records, risks and retention in the litigation age Once there, feel free to browse through the many white papers and research studies AIIM has developed and made available for you. If you would like to contact me directly, I can be reached by email at blarrivee@aiim.org, and found on Twitter and LinkedIn as Bob Larrivee.