[AIIM16] The Last Mile in Information Management

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The document discusses the "Last Mile" in information management, which refers to connecting information governance policies to the underlying content. Currently this connection does not exist, representing an unsolved challenge or "bottleneck." The author advocates closing this gap by making content self-describing through attributes tied to retention policies, in order to realize benefits like cost reduction, risk management and gaining value from big data. Standards development and industry participation are presented as ways to progress on this issue.

Technology

The
Last
Mile
in

Informa2on
Management

Ma4
Hillery,

Vice
President,
Document
Management

Solu2ons
&
Professional
Services
Informa2on

Technology,

Iron
Mountain

What
is
the
“Last
Mile”?

“…the
ﬁnal
leg
of
the

telecommunica2ons

networks
delivery

components
and

mechanisms
to
retail

end-‐users
(customers).”

Source:
Wikipedia

The
“Last
Mile”
Explained

•  Telecomm,
Cable,
and
Internet

•  The
challenge
delivering
high-‐value
services
to

consumers
over
low
capacity
lines

•  The
bulk
of
the
connec2ons
in
the
U.S.

•  Bo4leneck
between
data
centers
and
the
end-‐
consumers

The
Last
Mile
In
Informa2on
Management

•  Policy
is
not
digitally
connected
to
the
content

The
Last
Mile
In
Informa2on
Management

•  The
connec2on
does
not
exist
today

The
Last
Mile
is
Real

“I’ve
been
looking
for
this
for
years”

Market
Dynamics

51%
have
had
data-‐related
incidents
in
the
past
12
months,

including
16%
suﬀering
a
data
breach
–
half
from
external

hacking
and
half
from
staﬀ.
Staﬀ
negligence
or
bad
prac2ce
is

the
most
likely
cause
of
data
loss
(20%).

60%
of
respondents
agree
that
automa2on
is
the
only
way
to

keep
up
with
the
volumes
of
electronic
content.
21%
are

already
using
automated
declara2on
or
classiﬁca2on
of

records,
and
26%
have
new
projects
under
way.

Source:
AiiM
Informa2on
Management
in
2016
and
beyond

Closing
The
Last
Mile
is
Required
to

Classify

•  Smarter
Reten2on
Policy
that
can
be
used
to

classify
the
content

dumb

documents

What
does
smart
content
look
like?

•  Self
Described

– Security
requirements

– Regulatory
requirements

– Governance
requirements

– Business
value
requirements

smart

documents

Why
pursue
going
the
distance?

Value
from
Informa2on
(Big
Data)

§  Advise
on
how
to
organize
informa2on

§  Insert
intelligence
as
reten2on
policy
is
applied

Cost
Reduc2on
in
Informa2on
Systems
(Cloud)

§  Facilitate
destruc2on
and
system
decommissioning

§  Apply
reten2on
policy
to
legacy
informa2on

Risk
Management
in
Security,
Privacy
and
Compliance
(GRC)

§  Enable
strict
informa2on
management

§  Apply
reten2on
policy
to
new
informa2on

Why
hasn’t
TLM
been
ﬁxed?

Reason
#1

Not
sure.

Why
hasn’t
TLM
been
ﬁxed?

Reason
#2:

The
origins
of
RIM

weren’t
in
IT
and

the
problem

wasn’t
obvious

from
the

beginning.

Why
hasn’t
TLM
been
ﬁxed?

Reason
#3:

Demand
for

commercial
oﬀ-‐
the-‐shelf

soluEons.

Why
hasn’t
TLM
been
ﬁxed?

Reason
#4

Lack
of

Standards.

Two
levels
of
connec2vity

Technology

Connec2vity

RelaEvely

Easy

Data

Connec2vity

Diﬃcult

Iron
Mountain
is
Working
on
TLM

1.  We
have
the
system
(Policy
Center)

2.  Our
IG
Consul2ng
team
are
Policy

experts

3.  Industry
rela2onships

Our
Vision

•  New
Open
Standard

•  Industry
adop2on

•  Cer2ﬁed
systems

Expansion
through
IG
Elements

Source:

Informa2on
Governance
Reference
Model
/
©
2012
/
v3.0
/
edrm.net

How
can
you
help?

•  Par2cipate
in
our
Standards
working
group

•  Par2cipate
as
a
Pilot

•  Drop
your
business
card
on
your
way
out
or

Booth
#11

– Request
to
be
updated

Ma4
Hillery

Iron
Mountain,
Inc.

Boston,
MA

ma4hew.hillery@ironmountain.com

@ma4hillery

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