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Principles of Holistic Information Governance: From RM to IG

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Principles of Holistic Information Governance: From RM to IG

  1. 1. Chris Walker, Analyst @chris_p_walker | @just_clarity | #AIIM2014 April 3, 2014 From RM to IG
  2. 2. #AIIM2014 | @chris_p_walker 1. Information is an organizational asset 2. Understand what you’re using information for 3. Understand where it’s coming from and where it’s going to 4. Understand when you need it 5. Understand who can and should be using it, and for what 6. Understand your social, regulatory, and compliance obligations 7. Understand your information related risks (too much, not enough, disclosure, etc.) 8. Understand how stakeholders are interacting with it 9. With few exceptions, information has a finite useful life 10. Make someone accountable Read this blog post if you want more details about the PHIGs.
  3. 3. #AIIM2014 | @chris_p_walker  This session is about the application of the PHIGs, not the PHIGs themselves – I’m happy to fill you in later or during the Q&A  The client is a gov’t public transit authority  They are at the beginning of the road to Info Gov – They’ve licensed S/W and redone their web comms (inter/intra/extranet)  Sign off on IG was a HUGE win
  4. 4. #AIIM2014 | @chris_p_walker  Started with RM that benefited few, infrequently  Driver was to be able to better comply with FOI requests  New driver is to use information to support Values and Major Objectives  Ended with Info Gov that benefits many, always – Also leverage tech investments
  5. 5. #AIIM2014 | @chris_p_walker  Safety  Customer Service  Sustainability  Integrity  Innovation  Collaboration  Develop Financial Sustainability  Support & Shape Livable Communities  Change the Perception of Transit  Deliver Operation Excellence  Strengthen our People & Partnerships
  6. 6. Tied to values & objectives #AIIM2014 | @chris_p_walker  Systematic and consistent approach to records and information management from creation to disposal for all work units and divisions  Compliance with legislation and fulfilment of business requirements.  Awareness of the importance of records management and the need for responsibility and accountability at all levels  Ensure that stakeholders have access to current, accurate information in order to meet business objectives and legislative / regulatory obligations.  Systematic and consistent approach to records and information management from creation to disposal for all work units and divisions  Increase operational and administrative efficiencies through effective management of information and technology assets.  Awareness of the importance of records management and the need for responsibility and accountability at all levels
  7. 7. #AIIM2014 | @chris_p_walker Original PHIGged
  8. 8. #AIIM2014 | @chris_p_walker  Info potentially created by 177 orgs  Only thing to discuss is which org owns what info – Whoever owns it is accountable for it  Ownership only 1 issue – need resources to manage – Have you considered a shared services model?
  9. 9. #AIIM2014 | @chris_p_walker  Admin procs – HR, FIN, etc. – nothing sexy  Operations – Real time route info – could be sexy  Campaigns / Awareness – dead sexy  Stakeholder collaboration – major sexy  Tie info to biz procs – bake in governance accordingly
  10. 10. #AIIM2014 | @chris_p_walker  To the web, intranet, extranet  From customers, communities, tree huggers  To doctors, press, unions  From doctors, unions, tourists  To/from all levels of gov’t  Loads of info flying about – it’s not always digital – How to capture a cyclist flipping a bus driver the bird – Won’t always know or control where info’s going
  11. 11. #AIIM2014 | @chris_p_walker  Route updates (accidents/delays) – right now!  Accident/incident info – before the authorities  Customer service info – before the issue becomes unmanageable  Need info while still possible to effect positive outcome or minimize impact of negative outcome
  12. 12. #AIIM2014 | @chris_p_walker  Only partially about security & privacy – Efficiency – if they don’t need it, don’t give it to them  One doc - many uses – Stakeholders need to know it’s there and available – View is not consistent for all (e.g.: driver medical reports)
  13. 13. #AIIM2014 | @chris_p_walker  Pub Sect – subject to FOI  Incident reporting – not just accidents; cust serv issues  Multiple jurisdictions – consolidate where possible  First obligation is biz value – Accept it’s not always possible - rules are rules
  14. 14. #AIIM2014 | @chris_p_walker  Display ads on vehicles/infra – what’s the liability  Holding PII & other sensitive info  On the hook for FOI requests  Risk profile based on public trust/transparency, safety issues, environmental issues  Possible shared services model will impact  You can’t mitigate everything – focus on high value/high risk
  15. 15. #AIIM2014 | @chris_p_walker  Internet, Intranet, Extranet  Ads in/on vehicles  Bus driver flipping cyclist the bird  Customers, tourists, prospects  Doctors, lawyers, Workers’ Comp, Investigators  How is influenced by who, why.
  16. 16. #AIIM2014 | @chris_p_walker  Applies to ALL info, not just r*****s! – Applies no matter where it’s squirreled away  Separate retention sched from info type  Classify early, classify often if you need to – Classify based on purpose  Big buckets to manage retention  If there’s no reason to keep it, kill it. – Don’t do it like the previous Ontario govt’s being accused of
  17. 17. #AIIM2014 | @chris_p_walker  Each org accountable for what it owns – Shared services / SaaS doesn’t negate  Distinguish between info curator and info custodian  Centralized decentralization – Biz unit responsible for info, answerable to C-level – Long journey ahead – at least info mgt now out of HR and under Finance (may change)
  18. 18. #AIIM2014 | @chris_p_walker Thank you Chris Walker | @chris_p_walker Digital Clarity Group | @just_clarity cwalker@digitalclaritygroup.com +1 780 270 5359 Skype christianpwalker1 Please note Mr. Walker did not use the word “records” once.

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