RWDG Slides: Data Governance versus Information Governance

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Copyright © 2019 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com
Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting
#RWDG @RSeiner
Data Governance versus Information Governance
Monthly Webinar Series Hosted by DATAVERSITY
Robert S. Seiner – KIK Consulting / TDAN.com
August 15, 2019 – 11:00 a.m. PT / 2:00 p.m. ET
Real-World Data Governance

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#RWDG @RSeiner
Data Governance vs Information Governance
Introduction
• Real-World Data Governance – Monthly Webinar Series
September 19, 2019 – Stay Non-Invasive in Your Data Governance Approach
Third Thursday each Month @ 2pm EST – Register at TDAN.com, KIKconsulting.com, DATAVERSITY.net
• Non-Invasive Data Governance Book
ISBN 9781935504856 / Technics Publishing / Amazon.com
• Speaking @ Dataversity Events
Data Architecture Summit, Chicago – October 14-17
Data Governance Vision, Washington, DC – December 9-12
• Non-Invasive Data Governance Online Learning Plan
Non-Invasive Metadata Governance Online Learning Plan
DATAVERSITY Training Center
https://training.dataversity.net
• The Data Administration Newsletter (TDAN.com)
Twice Monthly – Data Articles, Columns, Blogs and Features
Produced by DATAVERSITY – Subscribe for emails
New Non-Invasive Data Governance Framework now being published
• KIK Consulting & Educational Services
KIKConsulting.com
Home of Non-Invasive Data Governance™
Home of Non-Invasive Metadata Governance

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• In the webinar I will share:
– Describing What it Means to “Govern” Something
– Governance Definition Depends on Context
– Differences Between Data and Information Governance
– How to Select What to Call Your Program
– Why What You Call Your Program Matters … or does it?
– IG Case Study
Abstract

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• Data Governance
– Data Governance is the Execution and Enforcement of Authority
Over the Management of Data and Data-Related Resources.
Describing What it Means to “Govern” Something

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• Data Governance
– Data Governance is the Execution and Enforcement of Authority
• Data Stewardship
– Data Stewardship is the Formalization of Accountability

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• 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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• govern
– To direct and control, as the actions or conduct of men, either by
established laws or by arbitrary will; to regulate by authority.
– To regulate; to influence; to direct; to restrain; to manage
– To exercise authority; to administer the laws; to have the control.
Freedictionary.com

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• govern
– direct
– control
– actions or conduct of people
– regulate by authority
– influence
– enforcement
– restrain
– manage
– exercise authority
– administer the laws
– have the control

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• govern
– direct
– control
– actions or conduct of people
– regulate by authority
– influence
– enforcement
– restrain
– manage
– exercise authority
– administer the laws
– have the control
Data Governance
• Data Governance is the Execution and Enforcement of Authority

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• What are you governing?
– Data (Master DG, Big Data Governance, Analytical DG, …)
– Information
– Records
– Content
– Metadata ---> How do you define these things …
– Objects
– Products
– People
– Behavior

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• Should it be called …
− Data Governance versus People Governance
− Data Governance versus Information Governance
− Data versus Information
− What should influence what we call “The Program”?
− What you are governing
− How people define the assets
− Information is the most general – includes data, info, records, metadata
− Call it something different because it has always failed when called that.

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• Should it be called …
− Data Governance versus People Governance
− Data Governance versus Information Governance
− Data versus Information
− What should influence what we call “The Program”?
− What you are governing
− How people define the assets
− Information is the most general – includes data, info, records, metadata
− Call it something different because it has always failed when called that.

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• What does “governed data” look like?
– Known – people know what data exists
– Understood – people know how the data is defined
– Owned – people know who is has authority
– Handled – people know how to share
– Confidence – people trust the data
– Accessible – people have access to the data
– Protected – people keep the data safe

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• Definition of Information:
– Data + Metadata = Information
– Information = Unstructured Data
– Information = Records and Information Management
– Information Governance = Governance of Unstructured Data
– Information Governance = Records and Information Management
• Contexts
– Data Governance
– Information Governance
– Records Management – Records Governance?
Governance Definition Depends on Context

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• In the data context:
• In the information context:
• In the records management context:
The execution and enforcement of authority over the management
of __________ and __________-related assets.

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• What is a record?
Bing dictionary

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• What is a record?
– Data
– Documentation
– Record
– Recording
Bing dictionary

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• ARMA International (formerly the Association of Records Managers and Administrators)
is a not-for-profit professional association for records and information
managers and related industry practitioners and vendors.
• The association provides educational opportunities and educational
publications covering the principles of records management. It also is
known worldwide for its standards and guidelines.

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• Vision Statement – To be the driving force that enables organizations to
harness the strategic power of information.
• Mission Statement – To empower the community of information
professionals to advance their careers, organizations, and the profession.
• Pillars/Values
Unique value to the information community derived from:
– Professional standard-setting and best practice frameworks
– Current news, events, and industry trends
– Network of local chapters providing opportunities for in-
person training and leadership development
– Certification preparation and continuing education

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• Terms used in reference to:
Data
DG Manager
Data Stewards
Metadata
Data Process
Data Governance
Information
IG Administrator
Information Stewards
Metadata
Information Process
Info Governance
Records
RIM Managers
Librarians
Metadata
Records Process
Records Management
electronic management, legal issues, regulatory compliance, electronic discovery,
fundamental records and information management principles, records management in
the legal environment, and various technology-related issues.

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• What are the difference?
– Data
– Roles
– Processes
– Communications
– Metrics
– Tools
Differences Between Data and Information Governance
EXECUTIVE
STRATEGIC
TACTICAL
OPERATIONAL
SUPPORT
Copyright © 2019 – Robert S. Seiner and KIK Consulting & Educational Services, LLC
Levels
Components
ROLES
COMMUNICATIONS
TOOLS
METRICS
PROCESSES
DATA GOVERNANCE FRAMEWORK
DATA
LEVELS
EXECUTIVE – SENIOR LEADERSHIP TEAM
STRATEGIC – BUSINESS & TECHNOLOGY MGMT
TACTICAL – SUBJECT MATTER EXPERTISE
OPERATIONAL – DAILY JOB FUNCTION
SUPPORT – FUNCTIONAL MANAGEMENT
COMPONENTS
DATA – ASSETS BEING GOVERNED
ROLES – FORMAL ACCOUNTABILITY
PROCESSES – APPLICATION / ENFORCEMENT
COMMUNICATIONS – EDUC, TRN, AWARENESS
METRICS – MEASUREMENTS and KPIs
TOOLS – ARTIFACTS PURCHASED / DEVELOPED

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• Data
Data Governance
Subject Areas
Critical Data Elements
Metadata
Systems / Packages
Business Intelligence
Analytical Platform
Information Governance
Content
Records
Emails
Documents
Desktop
Data at Rest / Data in Motion

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• Roles
Data Governance
Administrator
Steering Committee
Council
SMEs / Owners
Stewards
Partners
Administrator
Steering Committee
Council
SMEs / Owners
Stewards & Authors
Partners

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• Processes
Data Governance
Quality & Standardization
Certification & Access
Understanding
Integration
Issue Resolution
Handling & Protection
Organization
Access
Disposal
Retention
Classification
Handling / Protection

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• Communications
Data Governance
Orientation
Onboarding
Ongoing
Awareness
Education
Training
Orientation
Onboarding
Ongoing
Awareness
Education
Training

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• Metrics
Data Governance
Quality
Understanding
Accessibility
Standards
Integration
Protection
Quality
Understanding
Accessibility
Standards
Integration
Protection

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• Tools
Data Governance
Business Glossary
Data Dictionary
Catalog & Inventory
Metadata Repository
Data Lineage Tools
DG & Process Tools
Content Management
Records Management
Encryption & Decryption
Content Inventory
Retention & Disposal
Library Management

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• 3 Considerations for Naming Your Governance Program
1. The Asset Being Governed
2. Understanding of Data vs. Information
3. Existing Governance
Otherwise --- I am not certain that it matters.
How to Select What to Call Your Program

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Customer
Data
Data
1. The Asset Being Governed
Records
Metadata
Documents
Master Data
Information
Process
Content Big Data
People

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2. Understanding of Data vs. Information
– Data is the lowest level of knowledge and information is the second level.
– Data by itself alone is not significant. Information is significant by itself.
– Observations and recordings are done to obtain data, while analysis is
done to obtain information.
www.differencebetween.net
“The frequency of the use of the words data and information are very
high in our daily lives. Depending on the context the meanings and
use of these words differ. Both data and information are types of
knowledge or something used to attain knowledge. Though used
interchangeably, there are many differences between the meanings
of these two words.”

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3. Existing Governance
– Data Management & Data Administration
– Enterprise Information Management
– Records Management
– Information Security
– Risk Management
– Regulatory & Compliance

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3. Existing Governance (continued)
– Change Management
– Project Management
– Access Management
– Metadata Management
– Master Data Management
– Business Intelligence
– Analytical Capability
– Big Data Management
– [Customer] Data Management

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• You are describing what you are governing.
• Replication … Existing initiatives called Governance … or not.
• Answer more questions than you raise.
Why What You Call Your Program Matters … or does it?

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• Be clear on the assets you are managing.
• Communicate the difference between Data and Information.
• Be consistent in use of terminology.
Why What You Call Your Program Matters … or does it?

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• Information Governance Implementation – Why
– Financial Institution
– Audit Finding Addressed
– Protection of Classified Information
– Partnership
• Records Management
• IT Security
• Risk Management
IG Case Study

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• Information Governance Implementation – How
– Best Practices > Assessment > Roadmap
– Policy & Standards
– Gap Analysis
– Use of Technology / Change of Behavior
– Awareness, Education & Training
IG Case Study

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IG Case Study
DATA
GOVERNANCE
RECORDS AND
INFORMATION
MANAGEMENT
IT
GOVERNANCE
PEOPLE
PROCESS
TECHNOLOGY
DATA
UNSTRUCTURED
DATA
STRUCTURED
DATA
PROCESS
TECHNOLOGY

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IG Case Study
IG Documentation
Program Document
Standard Operating
Procedures
Handling Rules
Reference Guide
Contains:
Mission, Overview, Objective, Scope
Information Governance Defined
Information Sources and Formats
Data Management
Access and Control
Contains:
Standards Application
Electronic Document Management
Physical Document Management
Retention Schedule
Holds
Contains:
Identify and Classify
Data at Rest (Electronic, Physical, Both)
Data in Transit (Electronic, Physical)
Retention
Disposal/Destruction
Policy
Contains:
IG Purpose & Objective Statement
Operating Parameters
Delegation of Authority
Process for Reporting Exceptions
Reporting Requirements
Compliance and Monitoring
Diversity and Inclusion
Awareness and Training
File Plan
Board approved Governing document.
Comprehensive document explaining
all components of the IG Program.
Detailed instructions to implement and
follow the Standards.
Job aid tool that
summarizes the Standards.
Standards
Contains:
Standards Purpose & Objectives
Information Governance Standards
Identify and Classify
Handle
Data at Rest
Defined level of behavior for
identifying, classifying, handling information.
Data in Transit
Retention

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IG Case Study

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IG Case StudyIG
Standards
Business
Unit
Operations
Follow
Standards
Y
N
No Change Required
Complete
Performance Change
or Tech Applied
Y Changes Implemented
Complete
N
Y
N
Changes
Approved
by BU
Change the
Standard
Y
C-Levels
ChangestoStandard
Compare
IG Standard Gap Analysis / Change Process
Conscious Decision Required
1. Change the Standard
2. Accept Risk of Not Following Standard
N

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IG Case Study
Execute
Respond
Investigate
Formulate Review Data Management
Inventory (DMI).
Define Classification Standards.
Define
Standard Operating Procedures.
Validate DMI and Classification of
Data in DMI.
Investigate Existing
Handling of Classified Information.
Compare and Report Handling of
Classified Information to SOP.
Identify Behavior Change and
Technologies to Address the
Delta* from Prev Step.
Provide Detailed Plan
To Remediate the Delta.
Recognize the
Business Unit Working Team.
Take Benchmark Recordings.
Approve Detailed Plan to Remediate the Delta.
Execute the Detailed Plan.
Measure Improvement
In Remediation.
Monitor and Report Results.
IG Program Team IG Administrator BUWT
Approve DMI, Classification, SOP.
Identify Pilot Business Unit.
* Delta represents difference between BU practices and SOP.
Is Involved in ...
IG PILOT PROCESS

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#RWDG @RSeiner
• In the webinar I shared:
– Describing What it Means to “Govern” Something
– Governance Definition Depends on Context
– Differences Between Data and Information Governance
– How to Select What to Call Your Program
– Why What You Call Your Program Matters … or does it?
– IG Case Study
Summary

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• Questions and Answers
Contact Information
Meet me in the Dataversity Community
to continue the conversation.
https://community.dataversity.net/

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• 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
@RSeiner @TDAN_com
#RWDG
Contact Information

RWDG Slides: Data Governance versus Information Governance

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