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Learning From IG Experts In Healthcare & Beyond: How To Start An Information Governance Program

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Learning From IG Experts In Healthcare & Beyond: How To Start An Information Governance Program

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Learning From IG Experts In Healthcare & Beyond: How To Start An Information Governance Program

  1. 1. © 2017© 2017 How to Start an Information Governance Program Nick Inglis
  2. 2. © 2017 Overview 1.  What is Information Governance? –  Let’s make sure we’re on the same page 2.  Exploring the current state –  What’s working and what isn’t, overall 3.  Start with a meaningful problem –  How to analyze your organization’s challenges 4.  Quick win to build support –  Start with an early “win” to gain new support 5.  Leverage a model, build out in sections –  Find the model that works for you, start small, grow 6.  Lining Up The AHIMA & Information Coalition Models –  Great models make sense in light of one another 7.  Build towards the future… –  …understand the past. 2
  3. 3. © 2017 Nick Inglis, CIP, IGP nick.inglis@infocoalition.com @nickinglis Nick Inglis is President of Information Coalition, Co-Founder of The Information Governance Conference, and CEO of Optismo. Inglis is the author of the AIIM SharePoint Governance Toolkit and creator of the Information Governance Model. He is a contributor to U.S. News & World Report, Yahoo! Finance, the AIIM Expert Blog, and many others. He is continually giving back to the information management community through his work with Optismo, the Information Governance Conference, as well as both AIIM and ARMA. Nick is also the Co-Creator of the ARMA Information Governance Professional (IGP) educational course. When not adding to his collection of certificates and certifications (CIP, IGP, SharePointm, BPMm, E2.0m, ECMm, ERMm, IMCP), he is likely spending time with his son, Conor Atom.
  4. 4. © 2017 What Is Information Governance?
  5. 5. © 2017 “Information governance is the specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals.” - Debra Logan, Gartner http://blogs.gartner.com/debra_logan/2010/01/11/what-is- information-governance-and-why-is-it-so-hard/
  6. 6. © 2017 "Information Governance is all the rules, regulations, legislation, standards and policies with which organizations need to comply when they create, share and use information.” -Chris Walker
  7. 7. © 2017 “Information Governance is the overarching and coordinating strategy for all organizational information. It establishes the authorities, supports, processes, capabilities, structures, and infrastructure to enable information to be a useful asset and reduced liability to an organization, based on that organization’s specific business requirements and risk tolerance.” - Information Coalition
  8. 8. © 2017 Reducing Information Risk & Increasing Information Value
  9. 9. © 2017 Information Governance is… Information Governance Information Risk Information Value
  10. 10. © 2017 Non-Financial - Intrinsic Value - Business Value - Performance Value Financial - Cost Value - Economic Value - Market Value Legal Risk Financial Risk Reputation Risk Operational Risk Environmental Risk Value: Risk: Risk Points: Victoria L. Lemieux, http://www.arma.org/bookstore/files/ Lemieux.pdf Value Points: Doug Laney, http://searchcio.techtarget.com/feature/Six- ways-to-measure-the-value-of-your-information-assets
  11. 11. © 2017 What Are We Trying To Achieve? •  Reduce Risk •  Ensure Compliance •  Maintain Security •  Retain Properly •  Dispose Consistently •  Etc.
  12. 12. © 2017 Risk vs. Value OR Risk + Value • Risk vs. Value
  13. 13. © 2017 Exploring The Current State
  14. 14. © 2017 The Imbalance of Risk & Value Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
  15. 15. © 2017 The Imbalance of Risk & Value Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
  16. 16. © 2017 The Imbalance of Risk & Value Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
  17. 17. © 2017 Our Disempowered Employees Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
  18. 18. © 2017 We Don’t Know What’s Working (because we’re not measuring) Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
  19. 19. © 2017 Start With A Meaningful Problem
  20. 20. © 2017 What Is Your Meaningful Problem? •  Start with an organizational assessment •  Identify areas of weakness •  Ensure consensus on meaningful problem •  Work To Solve Problem In Light of a Model or Framework
  21. 21. © 2017 Start With An Organizational Assessment •  Leverage an assessment model or methodology – We suggest our Enterprise Information Management Maturity Model (EIM3) – Many others exist
  22. 22. © 2017 Enterprise Information Management Maturity Model (EIM3)
  23. 23. © 2017 Identify Areas of Weakness
  24. 24. © 2017 Ensure Consensus on Meaningful Problem •  Validate your results •  Ask stakeholders for consensus on whether it is a meaningful issue •  Ensure that the perception matches your findings as you’ll need positive perception later when you solve the problem
  25. 25. © 2017 Work To Solve The Problem In The Context of a Model or Framework •  More on this point in a bit…
  26. 26. © 2017 Quick Win To Build Support
  27. 27. © 2017 Quick Win To Build Support •  Results-based •  Build consensus •  Floodgates for progress
  28. 28. © 2017 Results-Based •  You need metrics to back up a positive change •  Measure prior to making changes •  Measure after completing changes •  Translate results into tangible and intangible benefits
  29. 29. © 2017 Build Consensus •  Spend additional time to ensure everyone understands defined goal of project •  Ensure all stakeholder’s concerns have been addressed •  Ensure project can meet goals
  30. 30. © 2017 Leverage change management precepts
  31. 31. © 2017 Leverage A Model, Build Out In Sections
  32. 32. © 2017 Leverage A Model, Build Out In Sections •  Leverage A Model – ARMA – EDRM – AHIMA – Information Coalition •  Pick A Spot •  Build Out In Sections
  33. 33. © 2017 Leverage A Model: ARMA https://projectmanagementforecm.wordpress.com/2011/09/15/ramp-up-your-records-management-program-with-garp/
  34. 34. © 2017 Leverage A Model: EDRM’s Information Governance Reference Model http://www.edrm.net/projects/igrm
  35. 35. © 2017 Leverage A Model: AHIMA Information Governance Adoption Model (IGAM) http://journal.ahima.org/2016/05/26/the- importance-of-data-stewards-in- information-governance/ahima- information-governance-adoption- model-competencies/
  36. 36. © 2017 Leverage A Model: Information Coalition’s Information Governance Model
  37. 37. © 2017 Pick A Spot To Start
  38. 38. © 2017 Build Out In Sections
  39. 39. © 2017 Lining Up The AHIMA & Information Coalition Models
  40. 40. © 2017 AHIMA Information Governance Adoption Model (IGAM) http://journal.ahima.org/2016/05/26/the- importance-of-data-stewards-in- information-governance/ahima- information-governance-adoption- model-competencies/ IG Structure Strategic Alignment Privacy & Security Legal & Regulatory Data Governance IT Governance Analytics IG Performance Enterprise Info Management Awareness & Adherence
  41. 41. © 2017 Information Coalition’s Information Governance Model Authorities Information Governance Leader Business/ Organization Legal/Compliance Records & Information Management Privacy/Security IT Supports Change Management Communication Organizational Learning/Training Standards/Best Practices Help Desk/FAQs Project Management Processes Metrics Policies Procedures Rules Roles Accountability Capabilities Access Information Lifecycle •  Capture •  Collaborate •  Version Control •  Retention/Storage •  Holds/eDiscovery •  Disposal/Archiving Search Protection Structures Information Architecture Taxonomy Metadata Formats Protocols Technology Architecture Infrastructure Applications & Software APIs / Web Services Networks & Connectivity Hosting / Cloud Hardware Security SLAs & Licensing Performance
  42. 42. © 2017 IG Structure Strategic Alignment Privacy & Security Legal & Regulatory Data Governance IT Governance Analytics IG Performance Enterprise Info Management Awareness & Adherence Authorities Information Governance Leader Business/ Organization Legal/Compliance Records & Information Management Privacy/Security IT Supports Change Management Communication Organizational Learning/Training Standards/Best Practices Help Desk/FAQs Project Management Processes Metrics Policies Procedures Rules Roles Accountability Capabilities Access Information Lifecycle •  Capture •  Collaborate •  Version Control •  Retention/Storage •  Holds/eDiscovery •  Disposal/Archiving Search Protection Structures Information Architecture Taxonomy Metadata Formats Protocols Technology Architecture Infrastructure Applications & Software APIs / Web Services Networks & Connectivity Hosting / Cloud Hardware Security SLAs & Licensing Performance
  43. 43. © 2017 IG Structure Strategic Alignment Privacy & Security Legal & Regulatory Data Governance IT Governance Analytics IG Performance Enterprise Info Management Awareness & Adherence Authorities Information Governance Leader Business/ Organization Legal/Compliance Records & Information Management Privacy/Security IT Supports Change Management Communication Organizational Learning/Training Standards/Best Practices Help Desk/FAQs Project Management Processes Metrics Policies Procedures Rules Roles Accountability Capabilities Access Information Lifecycle •  Capture •  Collaborate •  Version Control •  Retention/Storage •  Holds/eDiscovery •  Disposal/Archiving Search Protection Structures Information Architecture Taxonomy Metadata Formats Protocols Technology Architecture Infrastructure Applications & Software APIs / Web Services Networks & Connectivity Hosting / Cloud Hardware Security SLAs & Licensing Performance
  44. 44. © 2017 Build Towards The Future… …Understand The Past
  45. 45. © 2017 Why Does The Records & Information Function Exist Within Your Organization?
  46. 46. © 2017 Back  To  Basics   Simpler  0mes…   As  we  were  approaching  capacity  in  this  model,  we  were  bailed  out…  
  47. 47. © 2017 Avoiding  Capacity   Through  Technology  
  48. 48. © 2017 Iden0fying  Records  
  49. 49. © 2017 Iden0fying  Records  
  50. 50. © 2017 Iden0fying  Records  
  51. 51. © 2017 Disposing  Of  Records  
  52. 52. © 2017 Disposing  Of  Records   Is  Records  &     Informa0on  Management     reducing  organiza0onal  risk?  
  53. 53. © 2017 Wipe  The  Slate  Clean?  
  54. 54. © 2017 What Were We Trying To Achieve? •  Reduce Risk •  Ensure Compliance •  Maintain Security •  Retain Properly •  Dispose Consistently •  Etc.
  55. 55. © 2017 The Methods The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained The Keep It All Method Don’t identify what needs to be retained Keep everything, indefinitely Records Categorization Method Leverage classification for records identification Automatically identify what is a Record Advanced Computing Methods Software looks at all information Software identifies what is a record or what needs to be retained Not  feasible   Not  working   Too  much  risk   Maybe   Maybe   Information Categorization Method Leverage classification for retention identification Automatically identify what needs to be retained Maybe   The File Room Method The Delegate Method The Keep It All Method
  56. 56. © 2017 Records Categorization Method •  Develop Classification Scheme To Support Records Identification •  Identify Records By Upload Location, Folder, Content Type, Metadata, etc. •  Focus On Declaration Through Categorization Uploaded To Marketing Library Metadata Added: “Contract” What Is It? It’s A Record (Contracts Retention Bucket)
  57. 57. © 2017 •  Potential Negatives – Accuracy Of User Metadata – Developing Rules Is A Project – Supporting Technology Records Categorization Method
  58. 58. © 2017 Information Categorization Method •  Forget “Records” •  Focus On “Retention” •  Consistency Across All Information •  Identify Content Based On Categorization Uploaded To Marketing Library Metadata Added: “Contract” What Is It? A Marketing Contract.
  59. 59. © 2017 • Potential Negatives – Accuracy Of User Metadata – Developing Rules Is A Project – Supporting Technology Information Categorization Method
  60. 60. © 2017 Advanced Computing Methods •  Analytics Based Records Identification: –  Develop Records Identification Rules –  Identification Through Analytics –  Develop Categorized Disposition Rules –  Disposition Through Analytics •  Analytics Based Retention Identification: –  Develop Information Retention Identification Rules –  Identification Through Analytics –  Develop Disposition Rules –  Disposition Through Analytics
  61. 61. © 2017 •  Potential Negatives – Analytics Accuracy (Computer) Vs. Delegated Declaration Accuracy (Humans) – Cost – Start Of Every Apocalyptic Movie Ever Created – Integration With Existing Enterprise Systems Advanced Computing Methods
  62. 62. © 2017 Paving The Way Forward •  You have to choose a viable model –  “File Room”, “Delegate”, & “Keep It All” are unlikely to be viable for your organization •  Which model will serve your organization’s goals? •  Which model will remain a viable option into the future?
  63. 63. © 2017 Choose Your Own Adventure Which Method Will You Choose? Advanced Computing Records Categorization Information Categorization
  64. 64. © 2017 Why Does The Records & Information Function Exist Within Your Organization?
  65. 65. © 2017
  66. 66. © 2017 (That’s why we get paid) Records & Information Managers Exist To
  67. 67. © 2017 What Were We Trying To Achieve? •  Reduce Risk •  Ensure Compliance •  Maintain Security •  Retain Properly •  Dispose Consistently •  Etc.
  68. 68. © 2017 The future is already here. It requires solid information architecture. It requires WORK. It requires a comprehensive understanding of your organization’s information. It requires knowledge of how to classify that information with no room for non-categorized information.
  69. 69. © 2017
  70. 70. © 2017 Technology that analyzes content and automatically categorizes it based on rules that (generally) your organization must establish. The Future Is Here: Content Analytics, Big Data, Natural Language Processing, etc.
  71. 71. © 2017 Leveraging workflow rules to automatically categorize content based on rules that your organization must establish.
  72. 72. © 2017 All Information Group A Sub-group A1 Sub-group A2 Group B Sub-group B1 Sub-group B2 Group C Sub-group C1 -  Find points of differentiation -  Leverage metadata and information location
  73. 73. © 2017 They are the rules keeper They focus on retention They focus on reducing organizational risk They are strategic and coordinate with multiple disciplines …they enable Information Governance.
  74. 74. © 2017 Questions 74
  75. 75. © 2017 Become an AHIMA Member Today! To learn more about becoming a member of AHIMA, please visit our website at ahima.org/membership to Join Now!
  76. 76. © 2017 AHIMA Webinars Visit our Web site ahimastore.org for information on the 2016 seminar schedule. While online, you can also register for webinars or web replays of past and future webinars.
  77. 77. © 2017 Thank You For Joining Us Today! Remember ! visit the AHIMA Webinars Web site to complete your evaluation form and receive your CE Certificate online at: ahima.org/ContinuingEd/Audio/2016seminars.aspx Each person seeking CE credit must complete the mandatory self-assessment which can be found in the appendix of the resource materials, as well as complete the sign-in form and evaluation to view and print their CE certificate Certificates will be awarded for AHIMA Continuing Education Credit
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