With the volume and variety of information and systems increasing in organisations each year, how can Information Managers manage risk, cost and compliance in this complex environment? The key assumption that staff in a modern enterprise will have the time and capability to determine and capture records is broken. Conversely, we can’t just capture everything and keep it forever! In this digital transition environment we need to move up the food chain and manage at an Information Governance level; investing in processes that establish accountability, minimise human intervention, maximise enterprise control, and harness the power of the enterprise’s information assets. We need to employ policies and processes, as well as smarter technologies in better architectures. At a strategic level, is it now appropriate to consider everything in the organisation as if it was a record, with vital records having stronger governance and control, and the remainder having distributed accountability? At the technology level, we need the ability to automate capture processes, provide in-place records management, and deliver business system bulk records archiving. This can only be done using good approaches that provide robust, flexible, high performing, and smart Information Management services that can be delivered through better service models, including cloud service delivery. With this approach, you will increase compliance, decrease risk, reduce training and storage costs, and build better engagement with ICT and business. The organisation can build trusted sources of information that can evolve and scale over time.

1. Information Management is Broken! (?)
We need InformationGovernance!
Presenter
Nigel Carruthers-Taylor, Principal & Director, iCognition

2. Late 20th Century Information Environment
reliance on staff to capture records
Email
Stores
Line-of-Business System
Intranet
Hardcopy files
Network
Drives

3. EDRMS
…the Naughtys….’00
more digital, some automation,but staff still pivotal
Email
Stores
Line-of-Business System
Intranet
Network
Drives
Internet

4. …but the Volume, Variety and
Complexity is Growing…….
Social MediaCOTS applications
Network
Drives
Email
Stores
Legacy Systems
Intranet
EDRMS
Internet

5. www.icognition.com.au
‘Information Management is Broken’
Where are the records now? Everywhere!
in multiple systems, multiple locations
databases and network drives
data stores and archives
‘Context’ is a multiplier!
Information needs to be managed in context
1 piece of content is on X files and viewed from Y contexts
Number of ‘governance points’ = Content * X * Y
How are we going to manage this?
Assumption that staff have the time and capability to
determine and capture records is wrong

6. www.icognition.com.au
Throw more storage at it!
Storage is cheap!
Let’s keep the information forever!
Storage total cost of ownership “far outweighs the
initial purchase price”.
IDC
Hardware, migration, outage management, performance,
governance, DR and test environments, data protection,
maintenance, staff costs.
More storage = more ‘stuff’ to search = lower
productivity & higher cost

7. 2010
$5.3 B
$11.7B
worldwide storage software $
worldwide storage hardware $
disk cost per GB
≅$25 B ≅$25 B
2000
$9.14
$.08
Sources:
-IDC Quarterly Storage
Software Tracker
-Worldwide Quarterly
Disk Storage Systems
Tracker
-Cost of Hard Drives 1956-
2010
www.barclaytblair.com This content is published under a Creative Commons Attribution-ShareAlike 3.0 Unported License

8. www.icognition.com.au
What are we managing really?
75% of the information is duplicated
IDC
50% of the information could have already been legally
deleted
AIIM survey 2012
Only 1 page in 1044 is produced in litigation or ediscovery
Duke Law School, USA

9. www.icognition.com.au
Who the hell is responsible anyway!?
Who owns this information?
Who’s responsible?
Business = only interested in using info
IT = just enables access, security & functionality
Records = only manages the records subset
True accountability for enterprise information falls
into the cracks!

10. www.icognition.com.au
We need more Governance!
An enterprise information assets perspective
WHO and HOW information assets are going to be
controlled, managed and harnessed
Long term strategies, including
technology strategies to AUTOMATE and CONTROL multiple
stores of information
Combine and build on multiple disciplines
Data, Information and Records Management disciplines

11. www.icognition.com.au
Information Governance:
‘…integrated model to harness
and control enterprise information’
- Barclay T. Blair, ViaLumina
Information Management:
‘…collection and management of information
communicated or received in the enterprise’
- Wikipedia
Evolutionof IM to IG
Data Management:
‘….optimise, secure, an
d leverage data as an
enterprise asset’
- Sunil Soares, IBM
ValuetotheEnterprise
Capabilities to Deliver
Records Management:
the efficient and systematic control
of the
creation, receipt, maintenance, use
and disposition of records
- ISO 15489
High Value
Outcome
Strategies

12. www.icognition.com.au
What value are ‘records’ to staff?
Everything is a Record....there, I said it
Monica Crocker, Corporate Records Manager at Land O'Lake Purina Feed LLC

13. www.icognition.com.au
Not much
It just adds to staff confusion and effort!
Everything is a Record....there, I said it
Monica Crocker, Corporate Records Manager at Land O'Lake Purina Feed LLC

14. www.icognition.com.au
National Archives of Aust. Advice
“People often worry about what a record is. For
practical purposes, you should focus on managing
your agency's business information well. Instead of
trying to figure out what is or isn't a record, you
should manage all information as records.”
“However — not all records are of equal value, so
they don't all require the same level of management.
For example — a delivery docket does not require
the same level of management as a Cabinet
submission about new legislation.”
http://naa.gov.au/naaresources/intro-digital-records/HTML/4.htm

15. www.icognition.com.au
Information Governance Framework
Put the record issue to one side
Focus on managing enterprise information using life-
cycle process
Treat all information as if it was a record!
Define policies, rules and protocols:
Information is understood and valued as an asset
process for evaluating, valuing and disposing of
information, and
how this will be done
who is responsible and how

16. www.icognition.com.au
Your Future Policy?
Consider all information as if it were (or is?) a record
Allow business areas to seek and justify exceptions
Business areas create and maintain a plan to manage
their records
Vital/core business records captured or controlled by a
trusted system.
Some business systems can have compliance built in
Put the governance structures in place to manage this
framework

17. www.icognition.com.au
Information Governance
Methodology
Assess & Value Organise & Manage
Enable & Harness
Evaluate sources &
systems
Determine mandate
Appraise the info
• Vital
• Redundant, obsolete
, trivial
What’s your risk!?
Determine responsibility
Determine strategy
Define policy
Define governance:
• Structure/ reporting
• Terms of reference
• Accountability
control
Define technology
Program of work
Define business benefit
• Minimise risk & cost
• Improve efficiency
• Transformation
Analyse info to leverage
Enable ‘source of truth’
Undertake project
Manage life-cycle

18. www.icognition.com.au
Technologyto Enable the Framework
Currently used technology too ‘point centric’
Relies on human intervention and decision making
Or one-to-one integrations
Can’t cope with the volume or complexity
Needs to work flexibly across the enterprise
minimal human interaction

19. www.icognition.com.au
What’s the Future Enterprise?
Gartner’sNexus of Forces
These forces create a user-driven ecosystem of modern computing:
• Information is the context
• Mobile devices are the platform
• Social links people to their work and each other.
• Cloud enables delivery.

20. www.icognition.com.au
Trusted Source accessed ‘as-a-service’
Information more distributed and in multiple
contexts
Multiple integration points!
Information re-purpose and reformatting
Robust, flexible, high performing service to manage
distributed corporate information (as records?)
An ‘as-a-Service’ capability:
Not necessarily ‘cloud’
on-demand shared resource that can be rapidly
provisioned and released

21. Technology Must Support the Framework
and Provide a ‘Trusted Source’
Early 21st Century: The Single Corporate Store

22. Distributed and Decoupled Architecture
Integration layer
Presentation layer
Business Process layer
Services layer
Records
Management
Financial
and HR
Management
Client
Relationship
Management
Legacy
Systems
Analytics /
Business
Intelligence
Security

23. Services layer
Records
Management
Financial
and HR
Management
Client
Relationship
Management
Legacy
Systems
Analytics /
Business
Intelligence
Applications can
presentat all
layers
Integration layer
Presentation layer
Business Process layer
Internet
Architecturally,
their role is
to provide a service

24. Services layer
Integration layer
Records
Management
Presentation layer
Business Process layer
Financial
and HR
Management
Client
Relationship
Management
Legacy
Systems
Analytics /
Business
Intelligence
Internet

25. Services layer
Integration layer
Financial
and HR
Management
Client
Relationship
Management
Legacy
Systems
Analytics /
Business
Intelligence
Process Process …..
Internet
Presentation layer
APA
Teleforms

26. Integration layer
Services layer
Enterprise
Resource
Planning
Client
Relationship
Management
Legacy
Systems
Analytics /
Business
Intelligence
Internet
Business Process layer
Presentation layer

27. Integration layer
Financial
and HR
Management
Client
Relationship
Management
Legacy
Systems
Analytics /
Business
Intelligence
Internet
Business Process layer
Presentation layer

28. Services layer
Integration layer
Financial
and HR
Management
Client
Relationship
Management
Legacy
Systems
Analytics /
Business
Intelligence
Internet
Business Process layer
Presentation layer

29. Financial
and HR
Management
Client
Relationship
Management
Legacy
Systems
Analytics /
Business
Intelligence
Internet
Business Process layer
Presentation layer
In Place Records Management
ControlPoint
Application Information Optimiser

30. Financial
and HR
Management
Client
Relationship
Management
Legacy
Systems
Analytics /
Business
Intelligence
Internet
Business Process layer
Presentation layer
Policy Driven Archiving
ControlPoint
Application Information Optimiser
IDOL

31. Enterprise
Resource
Planning
Legacy
Systems
ControlPoint
Application Information Optimiser
IDOL
Internet
An Enterprise Information Governance Architecture
Security
APA
Teleforms

32. Decoupled Architecture Benefits
Services layer
Integration layer
Records
Management
Presentation layer
Business Process layer
Financial
and HR
Management
Identity
Management
Legacy
Systems
Analytics /
Business
Intelligence

33. Cloud as-a-Service
pay by the month
Services layer
Integration layer
Records
Management
‘as-a-
Service’
Presentation layer
Business Process layer
Financial
and HR
Management
Identity
Management
Legacy
Systems
Analytics /
Business
Intelligence

34. Cloud as-a-Service
Services layer
Integration layer
Records
Management
Cloud Service
Presentation layer
Business Process layer
Financial
and HR
Management
Identity
Management
Legacy
Systems
Analytics /
Business
Intelligence

35. On Premise Managed Appliance
as-a-Service
Services layer
Integration layer
Records
Management
‘as-a-
Service’
Presentation layer
Business Process layer
Financial
and HR
Management
Identity
Management
Legacy
Systems
Analytics /
Business
Intelligence

36. On Premise Managed Appliance
Services layer
Integration layer
Records
Management
Presentation layer
Business Process layer
Financial
and HR
Management
Identity
Management
Legacy
Systems
Analytics /
Business
Intelligence
Presentation
Layer
Business
Process
Layer
Integration
Layer

37. On Premise Managed Appliance
Services layer
Integration layer
Presentation layer
Business Process layer
Financial
and HR
Management
Identity
Management
Legacy
Systems
Analytics /
Business
Intelligence

38. www.icognition.com.au
Summary: ‘as-a-Service’ Architectures…
Provides information to user in a variety of contexts
Automates records management
ensures consistency and timeliness, and complies with
standards and policy
Cloud/onsite appliance ready
Creates a ‘trusted source’:
Apply rules of evidence on the correct and intended
objects, WHEREVER THEY MAY BE
Enable record keeping in non-compliant business systems
Capture or control once, use many times
Reducing or eliminating duplicates
Reducing storage and file server needs
Future proofing the architecture to allow innovation

39. www.icognition.com.au
Conclusion:Information Governance……..
Uses decoupled and distributed enterprise
architectures…
to enable compliance and analytics….
for valuing, appraising, controlling, managing and
harnessing information.
It is an integrated data, records and information
management discipline…
includes policy, procedure and structures...
that define responsibilities and accountability.

40. www.icognition.com.au
www.diemsolutions.com
Questions?

41. Decoupled ‘as-a-Service’ Architecture
Integration layer
Presentation layer
Business Process layer
Services layer
Records
Management
Financial
and HR
Management
Client
Relationship
Management
Legacy
Systems
Analytics /
Business
Intelligence
Security
diemsolutions.com icognition.com.au

42. Enterprise
Resource
Planning
Legacy
Systems
ControlPoint
Application Information Optimiser
IDOL
Internet
An Enterprise Information Governance Architecture
diemsolutions.com icognition.com.au
APA
Teleforms

43. Cloud as-a-Service
consumption-based pricing
Services layer
Integration layer
Records
Management
Cloud Service
Presentation layer
Business Process layer
Financial
and HR
Management
Identity
Management
Legacy
Systems
Analytics /
Business
Intelligence
diemsolutions.com icognition.com.au

44. Fully Provisioned Cloud Service
Services layer
Integration layer
Presentation layer
Business Process layer
Financial
and HR
Management
Identity
Management
Legacy
Systems
Analytics /
Business
Intelligence
diemsolutions.com icognition.com.au