This document provides an overview of the benefits of thoughtful information governance compared to legacy systems and discusses trends driving a need for change. It notes that legacy systems are too complicated, lack good retention management and mobile access. They can also be costly to deploy and maintain. Recent trends like cloud computing, mobile access and content sprawl are changing IT. Thoughtful governance provides a simple user experience, a single platform for the content lifecycle, seamless retention management, secure mobile and cloud access, and is cost effective.

1. Liberty and Justice for All:
A guide to thoughtful governance

2. Why thoughtful governance is the best
information governance
• Tighter partnerships between IT and the business
• Risk mitigation in highly regulated industries
• Improved efficiency and empowered employees

3. But legacy technology isn’t working for
information governance

4. Legacy systems are too complicated
Employees require too much training
Users are likely to turn to less secure
consumer solutions when IT
complexities get in their way
Retention rules can be complicated anddiffic
ult to follow

5. They don’t provide good options for retention
management
Legacy systems place the responsibility for retaining
files on the users, who aren’t retention specialists
31% of requests for electronically
retained information were
unsuccessful 1
60% of organizations say they have
a plan for retention management,
but only 34% report that those
plans are operational 2

6. Having multiple solutions can get confusing
fast
Over 80% of all companies currently use
more than one ECM system 3
Content often has to be moved from one
application to another at various stages
during its lifecycle

7. Mobile and remote access are lacking
Over 80% of employees cannot access their
ECM from a mobile device 4
56% of companies don’t offer remote
access or only provide access via a
browser 5

8. And legacy systems can be costly to deploy and
maintain
Legacy systems can take 3
months or more to deploy 6
External consulting fees may
exceed $350,000 7

9. But recent trends are changing IT
Consumerization of IT
The Future is Cloudy
90% of American workers use their
personal smartphones for work
purposes 8
Today, 85% of new software is
built for the cloud 9

10. Content Sprawl
Mobile Access
53% of employees access
corporate documents on 3 or
more devices 11
Only 26% of organizations have a
centralized information governance
model 10
Including how we store and access information

11. Given these trends, what does thoughtful governance
look like?
Simple user experience
Avoid clunky interfaces and empower employees to easily find, store and retrieve data
Single platform
Provide a single system of engagement and record for the entire content lifecycle
Seamless retention management
Set retention policies by file or folder that automatically run in the background
Secure mobile + cloud access
Ensure employees can securely access files on-the-go
Cost effective
Look for providers that will take on storage, infrastructure, and maintenance costs

12. Learn more about thoughtful governance by joining a
webinar on Aug 20 with:
Guest speaker Cheryl McKinnon
Principal Analyst at Forrester Research

13. Sources
1, 2 Symantec Information Retention and eDiscovery Survey, 2012.
3, 4, 5 Miles, Doug. “Content Collaboration and Processing in a Cloud
and Mobile World,” AIIM Market Intelligence 2014.
6, 7 Walker, Chris. “The Next Generation of Enterprise Content Management”, May 2015.
8 Cisco BYOD Insights, 2013.
9 IDC Directions – “IT Cloud Services at the Crossroads:
How IaaS/PaaS/SaaS Business Models are evolving”, 2013.
10 “Governance is key to quelling data sprawl.” Baseline Magazine, 9 February 2015.
11 Forrsights Workplace Employee Survey, Q4 2012.