HP Information Governance Forum 2013 (IGF) iCognition information governance presentation    information management is broken!( )
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HP Information Governance Forum 2013 (IGF) iCognition information governance presentation information management is broken!( )

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With the volume and variety of information and systems increasing in organisations each year, how can Information Managers manage risk, cost and compliance in this complex environment? The key......

With the volume and variety of information and systems increasing in organisations each year, how can Information Managers manage risk, cost and compliance in this complex environment? The key assumption that staff in a modern enterprise will have the time and capability to determine and capture records is broken. Conversely, we can’t just capture everything and keep it forever!

In this digital transition environment we need to move up the food chain and manage at an Information Governance level; investing in processes that establish accountability, minimise human intervention, maximise enterprise control, and harness the power of the enterprise’s information assets. We need to employ policies and processes, as well as smarter technologies in better architectures.

At a strategic level, is it now appropriate to consider everything in the organisation as if it was a record, with vital records having stronger governance and control, and the remainder having distributed accountability? At the technology level, we need the ability to automate capture processes, provide in-place records management, and deliver business system bulk records archiving. This can only be done using good approaches that provide robust, flexible, high performing, and smart Information Management services that can be delivered through better service models, including cloud service delivery.

With this approach, you will increase compliance, decrease risk, reduce training and storage costs, and build better engagement with ICT and business. The organisation can build trusted sources of information that can evolve and scale over time.

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  • This graph illustrates the information governance problem.We can see that, while the cost of hard disk space has dropped over the past decade by over 100 times (it costs less than 1% what it did ten years ago), the amount of money we spend on storage hardware in the enterprise has remained relatively unchanged over those same ten years. What does this tell us? Well, we must be storing more data. Here’s an analogy: The average American drives 12,000 miles each year. At an average of 30mpg, that means he/she uses 400 gallons of fuel, at current prices of $3.00 per gallon. As such, he/she spends $1200 each year on gas. Now, if the price of gas dropped the equivalent of the price of hard drives - from $3.00 per gallon to 3 cents per gallon, for that same $1200, he/she could drive 1.2 million miles per year, not 12,000. And that is exactly what we have been doing with digital information, as the cost of hard drives has dropped 100 times, we have continued to spend the same amount of money even though the cost is less than 1% of what it was. Clearly, we are “driving” more.However, the market for software to manage all this data is growing dramatically – more than doubling in the same decade. What does this tell us?It tells us that it is no longer just about storage – it is about how well we can manage, harness, and govern that information.2000: $9.14 per GB2010: 8.21 cents per GB or $.08 per GB110 times .89%“The storage software taxonomy includes eight functional markets: data protection and recovery, archiving (including email archiving), storage replication, storage management, storage device management, storage infrastructure, file system, and "other". “The Storage Hardware Market$24.5 billion in 2009$23.5 billion in 200112K m per year30 mpg400 gallons$1200 in fuel@$3pg=400 g$1200 in gas@ $.03pg=40,000 g@ 30mpg=1.2 m miles per year

Transcript

  • 1. Information Management is Broken! (?) We need InformationGovernance! Presenter Nigel Carruthers-Taylor, Principal & Director, iCognition
  • 2. Late 20th Century Information Environment reliance on staff to capture records Email Stores Line-of-Business System Intranet Hardcopy files Network Drives
  • 3. EDRMS …the Naughtys….’00 more digital, some automation,but staff still pivotal Email Stores Line-of-Business System Intranet Network Drives Internet
  • 4. …but the Volume, Variety and Complexity is Growing……. Social MediaCOTS applications Network Drives Email Stores Legacy Systems Intranet EDRMS Internet
  • 5. www.icognition.com.au ‘Information Management is Broken’ Where are the records now? Everywhere! in multiple systems, multiple locations databases and network drives data stores and archives ‘Context’ is a multiplier! Information needs to be managed in context 1 piece of content is on X files and viewed from Y contexts Number of ‘governance points’ = Content * X * Y How are we going to manage this? Assumption that staff have the time and capability to determine and capture records is wrong
  • 6. www.icognition.com.au Throw more storage at it! Storage is cheap! Let’s keep the information forever! Storage total cost of ownership “far outweighs the initial purchase price”. IDC Hardware, migration, outage management, performance, governance, DR and test environments, data protection, maintenance, staff costs. More storage = more ‘stuff’ to search = lower productivity & higher cost
  • 7. 2010 $5.3 B $11.7B worldwide storage software $ worldwide storage hardware $ disk cost per GB ≅$25 B ≅$25 B 2000 $9.14 $.08 Sources: -IDC Quarterly Storage Software Tracker -Worldwide Quarterly Disk Storage Systems Tracker -Cost of Hard Drives 1956- 2010 www.barclaytblair.com This content is published under a Creative Commons Attribution-ShareAlike 3.0 Unported License
  • 8. www.icognition.com.au What are we managing really? 75% of the information is duplicated IDC 50% of the information could have already been legally deleted AIIM survey 2012 Only 1 page in 1044 is produced in litigation or ediscovery Duke Law School, USA
  • 9. www.icognition.com.au Who the hell is responsible anyway!? Who owns this information? Who’s responsible? Business = only interested in using info IT = just enables access, security & functionality Records = only manages the records subset True accountability for enterprise information falls into the cracks!
  • 10. www.icognition.com.au We need more Governance! An enterprise information assets perspective WHO and HOW information assets are going to be controlled, managed and harnessed Long term strategies, including technology strategies to AUTOMATE and CONTROL multiple stores of information Combine and build on multiple disciplines Data, Information and Records Management disciplines
  • 11. www.icognition.com.au Information Governance: ‘…integrated model to harness and control enterprise information’ - Barclay T. Blair, ViaLumina Information Management: ‘…collection and management of information communicated or received in the enterprise’ - Wikipedia Evolutionof IM to IG Data Management: ‘….optimise, secure, an d leverage data as an enterprise asset’ - Sunil Soares, IBM ValuetotheEnterprise Capabilities to Deliver Records Management: the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records - ISO 15489 High Value Outcome Strategies
  • 12. www.icognition.com.au What value are ‘records’ to staff? Everything is a Record....there, I said it Monica Crocker, Corporate Records Manager at Land O'Lake Purina Feed LLC
  • 13. www.icognition.com.au Not much It just adds to staff confusion and effort! Everything is a Record....there, I said it Monica Crocker, Corporate Records Manager at Land O'Lake Purina Feed LLC
  • 14. www.icognition.com.au National Archives of Aust. Advice “People often worry about what a record is. For practical purposes, you should focus on managing your agency's business information well. Instead of trying to figure out what is or isn't a record, you should manage all information as records.” “However — not all records are of equal value, so they don't all require the same level of management. For example — a delivery docket does not require the same level of management as a Cabinet submission about new legislation.” http://naa.gov.au/naaresources/intro-digital-records/HTML/4.htm
  • 15. www.icognition.com.au Information Governance Framework Put the record issue to one side Focus on managing enterprise information using life- cycle process Treat all information as if it was a record! Define policies, rules and protocols: Information is understood and valued as an asset process for evaluating, valuing and disposing of information, and how this will be done who is responsible and how
  • 16. www.icognition.com.au Your Future Policy? Consider all information as if it were (or is?) a record Allow business areas to seek and justify exceptions Business areas create and maintain a plan to manage their records Vital/core business records captured or controlled by a trusted system. Some business systems can have compliance built in Put the governance structures in place to manage this framework
  • 17. www.icognition.com.au Information Governance Methodology Assess & Value Organise & Manage Enable & Harness Evaluate sources & systems Determine mandate Appraise the info • Vital • Redundant, obsolete , trivial What’s your risk!? Determine responsibility Determine strategy Define policy Define governance: • Structure/ reporting • Terms of reference • Accountability control Define technology Program of work Define business benefit • Minimise risk & cost • Improve efficiency • Transformation Analyse info to leverage Enable ‘source of truth’ Undertake project Manage life-cycle
  • 18. www.icognition.com.au Technologyto Enable the Framework Currently used technology too ‘point centric’ Relies on human intervention and decision making Or one-to-one integrations Can’t cope with the volume or complexity Needs to work flexibly across the enterprise minimal human interaction
  • 19. www.icognition.com.au What’s the Future Enterprise? Gartner’sNexus of Forces These forces create a user-driven ecosystem of modern computing: • Information is the context • Mobile devices are the platform • Social links people to their work and each other. • Cloud enables delivery.
  • 20. www.icognition.com.au Trusted Source accessed ‘as-a-service’ Information more distributed and in multiple contexts Multiple integration points! Information re-purpose and reformatting Robust, flexible, high performing service to manage distributed corporate information (as records?) An ‘as-a-Service’ capability: Not necessarily ‘cloud’ on-demand shared resource that can be rapidly provisioned and released
  • 21. Technology Must Support the Framework and Provide a ‘Trusted Source’ Early 21st Century: The Single Corporate Store
  • 22. Distributed and Decoupled Architecture Integration layer Presentation layer Business Process layer Services layer Records Management Financial and HR Management Client Relationship Management Legacy Systems Analytics / Business Intelligence Security
  • 23. Services layer Records Management Financial and HR Management Client Relationship Management Legacy Systems Analytics / Business Intelligence Applications can presentat all layers Integration layer Presentation layer Business Process layer Internet Architecturally, their role is to provide a service
  • 24. Services layer Integration layer Records Management Presentation layer Business Process layer Financial and HR Management Client Relationship Management Legacy Systems Analytics / Business Intelligence Internet
  • 25. Services layer Integration layer Financial and HR Management Client Relationship Management Legacy Systems Analytics / Business Intelligence Process Process ….. Internet Presentation layer APA Teleforms
  • 26. Integration layer Services layer Enterprise Resource Planning Client Relationship Management Legacy Systems Analytics / Business Intelligence Internet Business Process layer Presentation layer
  • 27. Integration layer Financial and HR Management Client Relationship Management Legacy Systems Analytics / Business Intelligence Internet Business Process layer Presentation layer
  • 28. Services layer Integration layer Financial and HR Management Client Relationship Management Legacy Systems Analytics / Business Intelligence Internet Business Process layer Presentation layer
  • 29. Financial and HR Management Client Relationship Management Legacy Systems Analytics / Business Intelligence Internet Business Process layer Presentation layer In Place Records Management ControlPoint Application Information Optimiser
  • 30. Financial and HR Management Client Relationship Management Legacy Systems Analytics / Business Intelligence Internet Business Process layer Presentation layer Policy Driven Archiving ControlPoint Application Information Optimiser IDOL
  • 31. Enterprise Resource Planning Legacy Systems ControlPoint Application Information Optimiser IDOL Internet An Enterprise Information Governance Architecture Security APA Teleforms
  • 32. Decoupled Architecture Benefits Services layer Integration layer Records Management Presentation layer Business Process layer Financial and HR Management Identity Management Legacy Systems Analytics / Business Intelligence
  • 33. Cloud as-a-Service pay by the month Services layer Integration layer Records Management ‘as-a- Service’ Presentation layer Business Process layer Financial and HR Management Identity Management Legacy Systems Analytics / Business Intelligence
  • 34. Cloud as-a-Service Services layer Integration layer Records Management Cloud Service Presentation layer Business Process layer Financial and HR Management Identity Management Legacy Systems Analytics / Business Intelligence
  • 35. On Premise Managed Appliance as-a-Service Services layer Integration layer Records Management ‘as-a- Service’ Presentation layer Business Process layer Financial and HR Management Identity Management Legacy Systems Analytics / Business Intelligence
  • 36. On Premise Managed Appliance Services layer Integration layer Records Management Presentation layer Business Process layer Financial and HR Management Identity Management Legacy Systems Analytics / Business Intelligence Presentation Layer Business Process Layer Integration Layer
  • 37. On Premise Managed Appliance Services layer Integration layer Presentation layer Business Process layer Financial and HR Management Identity Management Legacy Systems Analytics / Business Intelligence
  • 38. www.icognition.com.au Summary: ‘as-a-Service’ Architectures… Provides information to user in a variety of contexts Automates records management ensures consistency and timeliness, and complies with standards and policy Cloud/onsite appliance ready Creates a ‘trusted source’: Apply rules of evidence on the correct and intended objects, WHEREVER THEY MAY BE Enable record keeping in non-compliant business systems Capture or control once, use many times Reducing or eliminating duplicates Reducing storage and file server needs Future proofing the architecture to allow innovation
  • 39. www.icognition.com.au Conclusion:Information Governance…….. Uses decoupled and distributed enterprise architectures… to enable compliance and analytics…. for valuing, appraising, controlling, managing and harnessing information. It is an integrated data, records and information management discipline… includes policy, procedure and structures... that define responsibilities and accountability.
  • 40. www.icognition.com.au www.diemsolutions.com Questions?
  • 41. Decoupled ‘as-a-Service’ Architecture Integration layer Presentation layer Business Process layer Services layer Records Management Financial and HR Management Client Relationship Management Legacy Systems Analytics / Business Intelligence Security diemsolutions.com icognition.com.au
  • 42. Enterprise Resource Planning Legacy Systems ControlPoint Application Information Optimiser IDOL Internet An Enterprise Information Governance Architecture diemsolutions.com icognition.com.au APA Teleforms
  • 43. Cloud as-a-Service consumption-based pricing Services layer Integration layer Records Management Cloud Service Presentation layer Business Process layer Financial and HR Management Identity Management Legacy Systems Analytics / Business Intelligence diemsolutions.com icognition.com.au
  • 44. Fully Provisioned Cloud Service Services layer Integration layer Presentation layer Business Process layer Financial and HR Management Identity Management Legacy Systems Analytics / Business Intelligence diemsolutions.com icognition.com.au