Real World Data Governance Governing Unstructured Data

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

1

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
Twitter About This Webinar at #RWDG
Copyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com

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

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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.

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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”.

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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

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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

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– 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

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– 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

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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. Seiner

Recent Client Definitions
Formalization of behavior around the definition, production and
usage of data to manage risk and improve quality and usability of
selected data.
Formalization and guidance for behavior over the definition,
production and use of data and data related assets.

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• [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. Seiner

Would these definitions make sense as well?
Formalization of behavior around the definition, production and
usage of [unstructured] data to manage risk and improve quality
and usability of selected data.
Formalization and guidance for behavior over the definition,
production and use of [unstructured] data and data related assets.

10



• 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.

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• 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.

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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]

13


Simplified Process

• Three Easy (?) Steps:
1. Inventory (Exercise)
2. Meta-Data (Model)
3. Accountability (Artifacts)

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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 ?

15


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

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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, it's just different structures than
tables or spreadsheets, that's all.
Fabian Pascal on TDAN.com October 2003

• What is Data?
• What is Structured Data?
• What is Unstructured Data?

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What is Information?

• Applying Governance to Information
• Data
• Meta-Data
• Process
• Content
• Records
• Documents
• Email
• Projects
• Acquisition

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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?
19



Webinar Exercise

• Webinar Exercise:
– Unstructured Data Type / Format
– Unstructured Data Location
– Unstructured Data Stewards
– Unstructured Data Obligations

20


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

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• 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)

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• 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

23



• 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

24


Meta-Model

25


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

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Data Domain Stewards
GP
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Per assigned Subject Areas

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Copyright © 2009 - Robert S. Seiner - KIK Consulting & Educational Services, LLC - All Rights Reserved

26


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

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06-06-2011 06-06-2011 06-06-2011

Data Scope

27


Common Data Matrix

[Unstructured] 28


Unstructured Data Matrix

29


Applying Governance

30


Applying Governance

31


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

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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!

33


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

34


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

35


Real World Data Governance Governing Unstructured Data

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