Real World Data Governance Governing Unstructured Data
 

Real World Data Governance Governing Unstructured Data

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    Real World Data Governance Governing Unstructured Data Real World Data Governance Governing Unstructured Data Presentation Transcript

    • Real World Data Governance Governing Unstructured Data Monthly Webinar Series Hosted by Dataversity Robert S. Seiner – KIK Consulting / TDAN.com April 19, 2012 – 2:00 p.m. EST Robert S. Seiner KIK Consulting & Educational Services – KIKconsulting.com The Data Administration Newsletter – TDAN.com 1Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Upcoming Webinars • Real-World Data Governance – Monthly Webinar Series – May 17, 2012 – Data Governance, Big Data and the Cloud – 2pm EST – June 21, 2012 – Setting Appropriate Business Expectations – 2pm EST – Register On-Line at Dataversity.Net 2Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Abstract • A growing percentage of the “data” managed by organizations can be considered “unstructured data” or data that does not reside in a traditional data base, file or system. A recent survey confirmed that files and other unstructured data were the source of the fastest data growth in their storage environments. • Unstructured data can include documents, emails, policies, audio and video, and products of your office environment, basically anything that does not fall under the auspices of normal structured data. Some organizations label unstructured data as “‘information”. No matter what it is or what we call it … the chances are that the unstructured data needs to be governed. 3Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Abstract • Questions around governing unstructured data focus on the definition of what is included on the “list”, the regulations associated with the governance of this data, how governance of unstructured data differs from (or is the same as) the governance of structured data. The people that are expected to answers the questions about why and how to govern unstructured data may be the same people that have responsibility for the traditional data governance. • Join Bob Seiner and DATAVERSITY for the fourth in a series of monthly webinars titled “Real World Data Governance” where Bob will prepare Data Governance professionals to address unstructured data, lay the foundation for identifying and governing meaningful unstructured data in your environment, assessing and leveraging existing governance and addressing opportunities to improve. • Join us for further adventures in “Real World Data Governance”. 4Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Introduction • Webinar Introduction – Defining Unstructured Data & Unstructured Data Governance – What Does It Mean to “Govern [Unstructured] Data”? – [Unstructured] Data Governance Roles & Responsibilities – Applying [Unstructured] Governance in a Non-Invasive Way • Questions & Answers 5Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data The Unstructured Dilemma • Unstructured Data – According to researchers at IDC, 80 percent of enterprise data today is unstructured data, and that is growing at the exponential annual rate of 60 percent. Unstructured data, of course, is information stored in a file system that is not a database. Importantly, the researcher reported, on average only 1 to 5 percent of that data is actively used on a regular basis. eWeek.com – Data can be designated as unstructured or structured data for classification within an organization. The term unstructured data refers to any data that has no identifiable structure. For example, images, videos, email, documents and text are all considered to be unstructured data within a dataset. Webopedia.com 6Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data The Unstructured Dilemma • Unstructured Data – Unstructured Data (or unstructured information) refers to information that either does not have a pre-defined data model and/or does not fit well into relational tables. Unstructured information is typically text-heavy, but may contain data such as dates, numbers, and facts as well. This results in irregularities and ambiguities that make it difficult to understand using traditional computer programs as compared to data stored in fielded form in databases or annotated (semantically tagged) in documents. Wikipedia.com – Unstructured data is a generic label for describing any corporate information that is not in a database. Unstructured data can be textual or non-textual. Textual unstructured data is generated in media like email messages, PowerPoint presentations, Word documents, collaboration software and instant messages. Non-textual unstructured data is generated in media like JPEG images, MP3 audio files and Flash video files. SearchBusinessAnalytics.com 7Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data The Unstructured Dilemma • Unstructured Data – One way of defining unstructured data is “the elusive meaning inside the structure.” Many technologists will tell you that, in the final analysis, everything is structured because it all lives within digital systems – in the tweets, the emails, the attachments, the file folders, the podcast, even the humble notes you took on your iPad at this morning’s meeting. – But the reason we talk about unstructured data is because there is a grey area between the tidy columns and rows where structured data reside (e.g., in a database of web pages or documents), and that sea of bytes. Words, sounds, colors, images, styles and fonts – all these could tell us important information about our work, our customers, our competitors, and environment. That is, if only we could put that information to work. Kate Pugh on DashboardInsight.com 8Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Defining Unstructured Data Governance • Data Governance – Data Governance is the Execution and Enforcement of Authority Over the Management of Data & Data-Related Resources. Robert S. Seiner • Data Stewardship – Data Stewardship is the Formalization of Accountability Over the Management of Data & Data-Related Resources. Robert S. SeinerRecent Client DefinitionsFormalization of behavior around the definition, production andusage of data to manage risk and improve quality and usability ofselected data.Formalization and guidance for behavior over the definition,production and use of data and data related assets. 9Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Defining Unstructured Data Governance • [Unstructured] Data Governance – Data Governance is the Execution and Enforcement of Authority Over the Management of [Unstructured] Data & Data-Related Resources. Robert S. Seiner • [Unstructured] Data Stewardship – Data Stewardship is the Formalization of Accountability Over the Management of [Unstructured] Data & Data-Related Resources. Robert S. SeinerWould these definitions make sense as well?Formalization of behavior around the definition, production andusage of [unstructured] data to manage risk and improve qualityand usability of selected data.Formalization and guidance for behavior over the definition,production and use of [unstructured] data and data related assets. 10Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Defining Unstructured Data Governance • Non-Invasive Data Governance™ – The practice of: • applying formal accountability & behavior • through non-invasive roles & responsibilities • to existing and / or new processes • to assure that the definition, production & usage of data • assures regulatory compliance, security, privacy, protection & quality. – Non-Invasive describes how governance is applied to assure non-threatening management of valuable data assets. – The goal is to be transparent, supportive, collaborative. 11Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Defining Unstructured Data Governance • Non-Invasive [Unstructured] Data Governance™ – The practice of: • applying formal accountability & behavior • through non-invasive roles & responsibilities • to existing and / or new processes • to assure that the definition, production & usage of [Unstructured] data • assures regulatory compliance, security, privacy, protection & quality. – Non-Invasive describes how governance is applied to assure non-threatening management of valuable [Unstructured] data assets. – The goal is to be transparent, supportive, collaborative. 12Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data What Does It Mean to “Govern Data” • [to] gov·ern [Unstructured] [data] v. gov·erned, gov·ern·ing, gov·erns – To make and administer the public policy and affairs [of data] – To exercise sovereign authority [in data] – To control the speed or magnitude [of data] – To regulate [data] – To control the actions or behavior [of data] – To keep under control [data]; to restrain [data] – To exercise a deciding or determining influence [on data] – To exercise political authority [over data] – To have or exercise a determining influence [over data] FreeDictionary.com [Bob Seiner] 13Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Simplified Process • Three Easy (?) Steps: 1. Inventory (Exercise) 2. Meta-Data (Model) 3. Accountability (Artifacts) 14Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Simplified Process • Three Important Questions: 1. What Data is Unstructured ? 2. How is the Governance of Unstructured Data Different from … ? 3. Does Unstructured Data Governance Require its Own Program ? 15Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Unstructured Data Inventory • Webinar Exercise: – List All Types of Unstructured Data – List Where That Unstructured Data is Housed – List Who Has Responsibility for Managing that Unstructured Data – List the Control Obligations for the Unstructured Data 16Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data What is Unstructured? • The term "unstructured data" is a misnomer based on misconception: it essentially refers to data that is not structured in tables, or spreadsheets, or whatever; mainly text, graphics, etc. But that is not unstructured, its just different structures than tables or spreadsheets, thats all. Fabian Pascal on TDAN.com October 2003 • What is Data? • What is Structured Data? • What is Unstructured Data? 17Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data What is Information? • Applying Governance to Information • Data • Meta-Data • Process • Content • Records • Documents • Email • Projects • Acquisition 18Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data What is Information? • Structured Data • Unstructured Data (Data Governance) (Information Governance) – People & Processes – People & Processes • Data • Knowledge • Meta-Data • Documents • Use of Technology • Records • Content • Policy • Email • Use of Technology Is this the way you look at it? 19Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK ConsultingCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Webinar Exercise • Webinar Exercise: – Unstructured Data Type / Format – Unstructured Data Location – Unstructured Data Stewards – Unstructured Data Obligations 20Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Unstructured Data Type / Format • Unstructured Data Type / Format – Documents – What did you come up with ? – Records – Policies – Content – Graphics / Drawings / Diagrams – Knowledge – Audio & Video – Contracts – Emails – Other 21Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Unstructured Data Type / Format • Unstructured Data Location – Share Point – What did you come up with ? – Personal / Personnel Desktops – Devices – Servers / Mail Servers – Intranet Servers – Document Management Systems – Internet Servers – Content Management Systems – Filing Cabinet – Pile Management Systems (PMS) 22Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Unstructured Data Type / Format • Unstructured Data Stewards – Traditional Steward Roles – What did you come up with ? – Operational Roles – Authors / Creators – Operational – Tactical Roles – Reviewers / Approvers – Tactical – Strategic Roles – Corporate Approvers – Strategic – Executive Roles – Support Roles – Support Roles • Governance Team • Information Technology 23Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Unstructured Data Type / Format • Unstructured Data Obligations – Regulatory / Compliance Rules – What did you come up with ? – Data Definition Rules – Classification Rules – Data Production Rules – Handling Rules – Data Usage Rules – Data Retention Rules – Contractual Agreements – Business Rules 24Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Meta-Model 25Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Roles & Responsibilities KIK Consulting & Educational Services, LLC “Non-Invasive Data Governance”™ Operating Model of Roles & Responsibilities Data Governance Program Team Executive Level EXISTS Data Governance Team Manager Data Steering Committee NEW Responsible for Administering the Program, Senior-most level knowledge of the program. facilitating use of the Data Governance Council, Leverage existing business structure as possible. communicating program components and value to the Organization. If no structure exists, utilize an IT Steering Committee Executive Advisory assistance from other levels. or an executive founded board or council. LEVERAGE IT Subject Resource Experts Strategic Level System/Data Resource Experts Data Governance Council EXISTS IT Staff including Application Data Governance Sponsors Group Development, Data Design, or Group of similar participation. One person, plus Security, and other Data alternate, for each Business Unit represented & IT. Strategic - Resource Management. Consider financial services & human resources. Enterprise Tactical Level T) Data Domain Stewards GP (D Per assigned Subject Areas NEW ts m Data Steward Coordinators r pe a Te Ex One per Business Unit m e ra rc og ou Pr es Tactical Level - Cross Business Unit ce tR an ec Operational Level rn bj ve Su Operational Data Stewards (existing) Go IT EXISTS Es Data Definers, Producers, Users ta c Da ala These people are presently defining, tio Co producing and using data as part of their n m jobs. Recording of the Operational Data /A m un pp Stewards will be an important enabler of ica ro improved communications, coordination va tio lP and cooperation among stewards. n at h Operational Level - Business Unit Specific Copyright © 2009 - Robert S. Seiner - KIK Consulting & Educational Services, LLC - All Rights Reserved 26Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Roles & Responsibilities Data Unstructured Data Process Technology Executive Level Executive Level Executive Level Executive Level (Information Governance Steering Commitee) and Executive Level Information Governance Steering Commitee Information Governance Steering Commitee Information Governance Steering Commitee Information Governance Steering Commitee Strategic Enterprise Strategic Level Information Governance Council * Strategic Level (Information Governance Council) are the same Strategic Enterprise Strategic Level Information Governance Council * Strategic Enterprise Strategic Level Information Governance Council * Strategic Enterprise Strategic Level Information Governance Council * Tactical Level Tactical Level Tactical – Global Tactical Level Tactical – Global Tactical Level Tactical – Global Tactical – Global ) ) GT ) GT ) GT GT (D (D (D (D gy gy m m gy gy m m Operational Level Operational Level a olo a Operational Level olo Operational Level a olo a Te olo Te Te Te hn hn hn ce hn ce ce ce c c an Operational – Regional or Local c an c Te Operational – Regional or Local an Te Operational – Regional or Local an Operational – Regional or Local Te Te rn rn rn rn n n n ve n io ve io ve ve io io at Go at Go at Go at Go rm rm rm rm ta ta ta fo ta fo fo Da fo Da Da In Da In In In 06-06-2011 06-06-2011 06-06-2011 Data Scope 27Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Common Data Matrix [Unstructured] 28Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Unstructured Data Matrix 29Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Applying Governance 30Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Applying Governance 31Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data KIK Start in a Non-Invasive Way • Focused Business & Governance Activities 1. Identify the [Unstructured] Data that you will govern for this initiative 2. Identify the Data Domains, Subject Areas, Functions, … for that data 3. Identify Sources / Occurrences / System of Record … for that data 4. Complete Unstructured Data Matrix … for that data 5. Identify / Recognize Data Domain Stewards … for that data 6. Identify / Recognize Operational Data Stewards … for that data 7. Record Governance Issues Associated … with that data 8. Prioritize Governance Issues … for that data 9. Complete Governance Accountability / Activity Matrix … for that data 10. Address Governance Issues … for that data 32Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Coming Up • Real-World Data Governance – Monthly Webinar Series – May 17, 2012 – Data Governance, Big Data and the Cloud – 2pm EST – June 21, 2012 – Setting Appropriate Business Expectations – 2pm EST – Topics for July, August & September to be announced soon! 33Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Wrap Up • Webinar Summary – Defining Unstructured Data & Unstructured Data Governance – What Does It Mean to “Govern [Unstructured] Data”? – [Unstructured] Data Governance Roles & Responsibilities – Applying [Unstructured] Governance in a Non-Invasive Way • Questions & Answers 34Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
    • Governing Unstructured Data Contact Information • Robert S. Seiner KIK Consulting & Educational Services – KIKconsulting.com The Data Administration Newsletter – TDAN.com Post Office Box 112571, Upper St. Clair, Pennsylvania 15241 412.220.9643, 412.220.9644 (Fax) rseiner@kikconsulting.com rseiner@tdan.com 35Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDGCopyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com