AKneifel and Associates                         Sometimes the whole is greater than the sum of its partsAn Information Man...
Agenda Definition of information governance Benefits of information governance and governing metadata on     unstructure...
Definitions Information Governance    A active framework for enabling an organization to manage its information    as a b...
Characteristics of a sustainablemetadata governance program Create a metadata governance program that can be used for tod...
Benefits of information governance AKneifel and Associates                Copyright © 2012. A.Kneifel and Associates. All ...
Benefits of information governance Embraces a broad perspective:      Engages the appropriate people in the organization...
Benefits of governing metadata on unstructured information Small data set Pain point for everybody! Metadata on unstruc...
Information governance framework                                           Business alignment                             ...
Common governance pitfalls1.   Unclear metadata objectives2.   Missing governance components3.   One governance framework ...
Governance Pitfall 1: Unclear metadata objectivesIssues Metadata objectives are not clearly defined     Improve informat...
Governance Pitfall 2:Missing governance components                                                    Metadata            ...
Governance Pitfalls 3:One governance framework for everythingIssues Too much emphasis on ‘governance’ and not on ‘what’ i...
Governance Pitfall 4:An ineffective governance committeeIssues                                                            ...
Governance Pitfall 5:The change management process is ineffectiveIssues Out-of-balance authority between change approvers...
Governance Pitfall 6: No metadata history existsIssues No record of the governance committee’s decisions exists No abili...
Governance Pitfalls:7. Metadata free-for-all (users know best!)Issues Metadata exists but users still can’t     find info...
Governance Pitfall 8:An outdated governance frameworkIssues Meta data changes occur outside the governance process More ...
Metadata governance sustainability dos and don’ts1. DO clearly define your metadata business objectives2. DO have a scalab...
Conclusion Metadata is a practical dataset that connects unstructured information and     structured data to meet busines...
Q&A                                        Thank you for attending!                                      Contact Informati...
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Making your metadata governance program for unstructured content sustainable

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This session will present governance problems and strategies, along with a set of tools to help you evaluate your metadata governance program or get it back on track. Presented at DGIQ conference, June 2012.

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Making your metadata governance program for unstructured content sustainable

  1. 1. AKneifel and Associates Sometimes the whole is greater than the sum of its partsAn Information Management Consultancy We help you build information environments where 1+1=3Making Your Metadata Governance Programfor Unstructured Information Sustainable Alix Kneifel 6/26/12 Presented at: 2012 Data Governance and Information Quality Conference (DGIQ) Copyright © 2012. A.Kneifel and Associates. All Rights Reserved.
  2. 2. Agenda Definition of information governance Benefits of information governance and governing metadata on unstructured information Information governance components 8 common pitfalls relating to information governance 8 do’s and don’ts for a sustainable information governance framework Questions and Answers AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 2An Information Management Consultancy
  3. 3. Definitions Information Governance A active framework for enabling an organization to manage its information as a business asset. It includes people, policies, standards, and processes for reducing ambiguity and risk and for enabling an organization to effectively use it information to achieve business goals. AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 3An Information Management Consultancy
  4. 4. Characteristics of a sustainablemetadata governance program Create a metadata governance program that can be used for today’s and tomorrow’s needs  Useful  Data Integrity  Scalable  Reliable  Predictable AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 4An Information Management Consultancy
  5. 5. Benefits of information governance AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 5An Information Management Consultancy
  6. 6. Benefits of information governance Embraces a broad perspective:  Engages the appropriate people in the organization  Aligns terms, data, business processes and business needs  Sets priorities for implementing change: systems, processes, products, end users, etc. Provides structure and order at an operational level  Defines, disambiguates, relates and maps  Prevents unauthorized changes, minimizes disruptions to the user environment AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 6An Information Management Consultancy
  7. 7. Benefits of governing metadata on unstructured information Small data set Pain point for everybody! Metadata on unstructured information is a data set that crosses functions Data values may come from master data or taxonomy AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 7An Information Management Consultancy
  8. 8. Information governance framework Business alignment Metadata Baseline Governance Policies and WHAT Committee standards and decision WHY structure WHO • Organizational Participation • Lifecycle Management • Solution Quality • User Experience Change management Data Stewards process Operating WHO HOW Guidelines and Procedures WHEN, WHERE Operational functions AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 8An Information Management Consultancy
  9. 9. Common governance pitfalls1. Unclear metadata objectives2. Missing governance components3. One governance framework for everything4. An ineffective governance committee5. An ineffective change management process6. No metadata history exists7. Metadata free-for-all (users know best!)8. An outdated metadata governance framework AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 9An Information Management Consultancy
  10. 10. Governance Pitfall 1: Unclear metadata objectivesIssues Metadata objectives are not clearly defined  Improve information findability  Support Records & Information Management (RIM)  Protect information  Associate related information  Include information into the ‘pool’ of transactional data or productsStrategy Meet the organization’s goals and end user needs Be implementable!  Start with industry standards (e.g., Dublin Core, ISO/IEC 11179) AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 10An Information Management Consultancy
  11. 11. Governance Pitfall 2:Missing governance components Metadata Policies and WHAT Governance standards Committee and decision WHY structure WHO Change management process Data Stewards HOW WHO Operating Guidelines and Procedures WHEN, WHERE AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 11An Information Management Consultancy
  12. 12. Governance Pitfalls 3:One governance framework for everythingIssues Too much emphasis on ‘governance’ and not on ‘what’ is being governedStrategy Develop separate governance frameworks for different data sets Combine frameworks that overlap AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 12An Information Management Consultancy
  13. 13. Governance Pitfall 4:An ineffective governance committeeIssues Sponsor Governance committee members don’t know why they’re on the board The sponsor doesn’t champion the cause All members come from IT (or Governance Board business functions) Chair Advisory Committee meetings are poorly Content owner reps attended! Business application reps IT system repsStrategy End user reps Include advisory and doing governance roles Define an authority model that works Data Doers for the board Stewards Define the governance committee during the development phase SMEs, IT/System Owners, other Stakeholders Extended AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 13An Information Management Consultancy
  14. 14. Governance Pitfall 5:The change management process is ineffectiveIssues Out-of-balance authority between change approvers and implementers Changes are approved but not implemented! Changes are not made across all systems Merit Impact Request Assessment Analysis Resolution Implementation ValidationStrategy Include all steps in the change management process Assign roles and clear responsibilities to each step AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 14An Information Management Consultancy
  15. 15. Governance Pitfall 6: No metadata history existsIssues No record of the governance committee’s decisions exists No ability to compare the current metadata against the past  Changes are made directly to a systemStrategy Retain the group’s decisions! Manage the metadata as an artifact  Maintain artifacts of all changes to consuming applications AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 15An Information Management Consultancy
  16. 16. Governance Pitfalls:7. Metadata free-for-all (users know best!)Issues Metadata exists but users still can’t find information! No metadata consistency across ECM sites The organization isn’t achieving its goal to improve search across different applicationsStrategy Create and manage an enterprise metadata standard Develop a taxonomy Include end-user representatives on the governance board Build user input into the process Have a strategy to auto-populate metadata AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 16An Information Management Consultancy
  17. 17. Governance Pitfall 8:An outdated governance frameworkIssues Meta data changes occur outside the governance process More information findability complaints this year then last yearStrategy Include an audit plan for implementation and use Assessment Performance Have a plan to continually monitor and adjust Audits  the governance framework  Metadata to meet the business purposes Applications Business Purpose ECM Baseline Support RIM Policies and Committee PDM Operational efficiency standards CRM Content findability Associate related CM Data SharePoint process Stewards content Operating Procedures RM system Accurate reporting AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 17An Information Management Consultancy
  18. 18. Metadata governance sustainability dos and don’ts1. DO clearly define your metadata business objectives2. DO have a scalable governance framework that includes all components3. DON’T create one governance framework to govern everything4. DO include members on the governance committee from across the organization who have agreed to their roles and responsibilities5. DO have a scalable change management process that includes all steps6. DO baseline your metadata and maintain it as an artifact7. DON’T give end-users free rein of the metadata8. DO monitor and improve your governance framework and your metadata AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 18An Information Management Consultancy
  19. 19. Conclusion Metadata is a practical dataset that connects unstructured information and structured data to meet business objectives Remember these essential components for a strong governance program  Metadata baseline  Governance committee  Policies and standards  Data stewards  Change management process  Operating procedures Remember these characteristics for metadata and governance sustainability  Useful  Data Integrity  Scalable  Reliable  Predictable Avoid the pitfalls outlined in this presentation! AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 19An Information Management Consultancy
  20. 20. Q&A Thank you for attending! Contact Information: Alix.Kneifel@AKneifel.com (818) 326-6549 AKneifel and Associates www.akneifel.com AKneifel and Associates Copyright © 2012. A.Kneifel and Associates. All Rights Reserved. 7/30/2012 20An Information Management Consultancy

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