What is Information Governance


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This presentation explains Information Governance. Learn what it takes to improve the value of information, manage information risks, and reduce information costs.

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  • You should also try to outline a model for information governance. There are many governance models out there, and this shows the IBM Data Governance Council Maturity Model.Pick the ideal, target governance model for your organizationIdentify aspects of governance that will provide immediate value We will, in the other modules of this governance course, cover this in more detail.
  • What is Information Governance

    1. 1. #AIIM The Global Community of Information Professionals What is Information Governance Manage risks, reduce costs, and maximize value of information Copyright © AIIM | All rights reserved. aiim.org
    2. 2. Your Industry Association  AIIM is the global community for information professionals  Founded in 1943  80,000 active community members  We do research and task forces analyzing trends and opportunities  Forbes Magazine called our research with author Geoffrey Moore the "Best social media idea of 2011”  AIIM published last year #OccupyIT – a manifesto about how business leaders must reclaim IT  AIIM is a also leading provider of training and standards Copyright © AIIM | All rights reserved.
    3. 3. The Need for Information Governance  Digital data is growing & moving beyond the enterprise  Business value & risk is often unknown & unmanaged  Sharing information with partners & suppliers is routine  Social networking & mobile access is prevalent  Risk of security breach or data loss is growing Source: Chris Preston, Information Intelligence Group, EMC at #AIIM12 3 Copyright © AIIM | All rights reserved.
    4. 4. Perfect Storm of Regulation         Data Privacy Laws (vary by state) Freedom of Information Act HIPAA Payment Card Industry Data Security Standard Homeland Security Sarbanes-Oxley Industry specific regulations (HACCP) Federal Rules of Civil Procedure AIIM research found that legal costs, fines and damages could be reduced by 25% if organizations applied best practice procedures to records management, security and e-Discovery. Source: Monica Crocker, Land O’Lakes at #AIIM13 4 Copyright © AIIM | All rights reserved.
    5. 5. Definition of Information Governance “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.” Source: Gartner The key terms?  Accountability framework for information  Processes, roles, standards, metrics  Effective, efficient use of information to achieve goals 5 Copyright © AIIM | All rights reserved.
    6. 6. IG as an Umbrella Term Source: http://ediscoveryjournal.com/wp-content/uploads/edj6 Copyright © AIIM | All reports/ViaLumina_eDJ_Info_Governance_Survey_Report.pdfrights reserved.
    7. 7. One IG Program to Rule Them All Managing information throughout its lifecycle from a broader perspective than just retention, legal obligation, or IT functionality Seeks to meet the needs of the total organization (Compliance, IT, and lines of business) with optimized information management practices Source: Doculabs & EDRM Information Governance Reference Model (http://www.edrm.net/projects/igrm) 7 Copyright © AIIM | All rights reserved.
    8. 8. A New Strategy for IG 1. 2. 3. 4. 5. 6. 7. 8. 9. Manage all information, not just records Connect legal, privacy and regulatory retention obligations to relevant information Retention periods must take into account the business value of information in addition to legal and compliance value Identify where information is located Ensure that retention and disposal obligations are communicated and publicized in a language that stakeholders can understand Allow for flexibility to adapt to local laws, obligations and limitations Include a mechanism that allows legal and IT to collaborate in executing and terminating legal holds Identify and eliminate duplicate information Update in real time to account for changes in laws, to business and in technology Source: Lorrie Luellig, Ryley Carlock & Applewhite http://www.cioinsight.com/it8 Copyright © AIIM | All rights reserved. management/inside-the-c-suite/a-modern-governance-strategy-for-data-disposal.html/
    9. 9. Establish an IG Framework 9 Copyright © AIIM | All rights reserved. Source: http://www.infogovcommunity.com/blog/maturity-model-overview/
    10. 10. Manage Information Risks - 1  Information Management Compliance = legal requirements + industry standards + organizational policies and guidelines, and more...      Finding and retrieving information on demand Controlling access and confidentiality Monitoring and reporting for enforcement Comprehensive auditing Secure retention and destruction Source: Ovum 10 Copyright © AIIM | All rights reserved.
    11. 11. Manage Information Risks - 2 Which of the following do you consider to be the three biggest risks to your company from a failure of information governance? (max THREE) 0% 10% 20% 30% 40% 50% 60% Excess litigation costs or damages resulting from poor… Loss of customer confidence or bad publicity from… Loss of intellectual property or company confidential… Inability to respond to requests (Freedom of… Infringement of industry-specific compliance… Audit qualifications due to inadequate records Regulator action from loss/exposure of personally… Poor outcome of customer/supplier disputes due to… Criminal prosecution for allowing personally sensitive… 11 Copyright © AIIM | All rights reserved. N=500
    12. 12. Reduce Information Costs - 1 Which three of the following do you consider to be the biggest benefits to your company from good information governance? (max THREE) 0% 10% 20% 30% 40% 50% 60% 70% 80% Reduce storage and infrastructure costs Exploit and share our knowledge resources Faster response to events, accidents, press… More personalized and accurate service to… Better customer/supplier relationships Support for potential big data initiatives Better reputation/improved shareholder value Faster and cheaper financial audits Control social media for positive benefit 12 Copyright © AIIM | All rights reserved. N=506
    13. 13. Reduce Information Costs - 2 68% of stored information is redundant, outdated, or trivial (ROT) Subject to Legal Hold, 2% Has Business Utility, 25% Everything Else, 68% Regulatory Record Keeping, 5 % AIIM found that organizations could achieve 41% reduction in disk store costs if there is only one stored copy of all documents and attachments. 50% could halve their data-centre costs. 13 Source: Compliance and Governance OversightCopyright © AIIM Council | All rights reserved.
    14. 14. Maximize the Business Benefit - 1 33.5% more productive (average) 14 How much more productive do you think the administrative staff in your organization would be (or are) if their processes were work-flowed, using scanned forms and documents, with automated data capture? Copyright © AIIM | All rights reserved.
    15. 15. Maximize the Business Benefit - 2 30.9% more productive (average) 15 How much more productive do you think professional staff in your organization would be (or are) if they could find internal information and documents as quickly and as easily as they find information on the web? Copyright © AIIM | All rights reserved.
    16. 16. Maximize the Business Benefit - 3 How much would it improve (or have you improved) the efficiency of your office staff by giving them sufficient remote or mobile access to company information that they are able to efficiently work from home or onthe-road? 25.1% more efficient (average) Photo source: http://www.flickr.com/photos/globalx/4864001692/ 16 Copyright © AIIM | All rights reserved.
    17. 17. Maximize the Business Benefit - 4 By how much do you think customer service levels and response times could be (or have been) improved if all of your customer-facing staff could immediately access and share all of the customer related and caserelated information that you hold. 32.2% more responsive (average) 17 Copyright © AIIM | All rights reserved.
    18. 18. Information Governance Training AIIM – the leading training provider for information professionals  25,000+ course attendees  Self-paced or live courses  Courses can be customized for your organization  Pass the online exam to earn the designation 18 Learn how to establish an information accountability framework that reduces costs, manages risk, and optimizes value • Get executive sponsorship • Establish an Information Governance Program • Identify necessary components, technologies, and instruments • Assess the impact of mobile, social, cloud and big data analytics • Conduct a risk assessment and mitigation • Automate records retention and disposition • Identify necessary roles and responsibilities Copyright • Measure for success © AIIM | All rights reserved.
    19. 19. 1. Understanding the Context How to understand the context of the organization How to conduct a Maturity Assessment How to identify and prioritize business, legal and other requirements (compliance) How to conduct a risk profile, assessment and mitigation (risk management) How to define the scope of the MSR How to identify the quality of leadership How to get management commitment How to obtain Executive Sponsorship How to develop a policy How to establish organizational roles, responsibilities and authorities 2. Planning How to carry out planning How to address risks and opportunities How to define business problems How to build a program roadmap How to establish an organizational blueprint How to establish information management objectives and plans to achieve them How to define Metrics 3. Support How to ensure the support that is required How to ensure the resources that are required How to establish competencies for roles How to increase awareness and improve training How to improve communication Hot to ensure proper documentation 4. Operations How to establish operations How to carry out operational planning and control How to design of data and information processes How to implement an information governance operation How to establish supporting roles required for information management How to establish and use analytics How to establish control for Security & Privacy How to manage the lifecycle of data and information 5. Performance Evaluation How to carry out program performance evaluations How to monitor, measure, analysis programs How to measure performance results How to carry out an internal system audit How to conduct a management review How to establish continuous improvement How to address nonconformity control and corrective actions 6. Components/1 How to carry out high level activities for records and Lifecycle management How to carry out high level activities for Data Quality How to carry out high level activities for Data security and privacy 7. Components/2 How to carry out high level activities for Big data How to carry out high level activities for Mobile computing How to carry out high level activities for Cloud computing How to carry out high level activities for Social media management 8. Associated Technologies/1 How to use Content Management (including CMS, WCM and ECM) How to use Document management (including scanning and imaging) How to use Records management (including EDRMS and physical records management) How to use Digital asset management (DAM) How to use Email management (and archiving) 9. Associated Technologies/2 How to use Archive management, Business process management How to use Search (including enterprise search and federated search) How to use eDiscovery and eDisclosure How to use Analytics and “big data” analysis 10. Instruments How to develop a taxonomy How to develop a metadata model How to develop a security classification scheme Information Governance Practitioner - Create an information accountability frameworkAIIM |reducesreserved. 19 Copyright © that All rights costs, manages risk, and optimizes value
    20. 20. 24-7 course access for 6 months Unlimited access for 6 months Downloadable resources, chec klists, and templates Online exam leading to an AIIM designation 20 Copyright © AIIM | All rights reserved.
    21. 21. Standards and best practices The courses use and refer to standards when possible including benefits and disadvantages All AIIM training courses have an international focus with local examples of regulations and standards 21 Copyright © AIIM | All rights reserved.
    22. 22. Sign up now at www.aiim.org/training  Self-paced Practitioner courses starts at $790 per person    Includes 6 months access to online resources, handouts, and exam Contact AIIM to get significant student-bulk discounts for 10+ students Instructor is available for 6 months to answer questions and provide guidance  1 day or 3 x 90 min virtual live Practitioner sessions just for your organization for $3,700 with max 15 attendees    AIIM organizes a 1 day or 3 x 90 min live virtual sessions with experienced instructor and subject matter expert Attendees get 6 months access to online resources, handouts, and exam Instructor is available for 6 months to answer questions and provide guidance 22 Copyright © AIIM | All rights reserved.