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

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How to Start an Information Governance Program

Nick Inglis

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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.

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Nick Inglis, CIP, IGP

[email protected] @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.

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What Is Information Governance?

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“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/

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"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

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“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

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Reducing Information Risk & Increasing Information Value

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Information Governance is…

Information Governance

Information Risk

Information Value

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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 Va

lue:

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

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What Are We Trying To Achieve?

•   Reduce Risk •   Ensure Compliance •   Maintain Security •   Retain Properly •   Dispose Consistently •   Etc.

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Risk vs. Value

OR

Risk + Value

•  Risk vs. Value

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Exploring The Current State

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The Imbalance of Risk & Value

Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.

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Our Disempowered Employees


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We Don’t Know What’s Working (because we’re not measuring)


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Start With A Meaningful Problem

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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

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Start With An Organizational Assessment

•   Leverage an assessment model or methodology –  We suggest our Enterprise

Information Management Maturity Model (EIM3)

–  Many others exist

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Enterprise Information Management Maturity Model (EIM3)

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Identify Areas of Weakness

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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

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Work To Solve The Problem In The Context of a Model or Framework

•   More on this point in a bit…

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Quick Win To Build Support

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Quick Win To Build Support

•   Results-based •   Build consensus •   Floodgates for progress

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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

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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

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Leverage change management precepts

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Leverage A Model, Build Out In Sections

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Leverage A Model, Build Out In Sections

•   Leverage A Model –  ARMA –  EDRM –  AHIMA –   Information Coalition

•   Pick A Spot •   Build Out In Sections

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Leverage A Model: ARMA

https://projectmanagementforecm.wordpress.com/2011/09/15/ramp-up-your-records-management-program-with-garp/

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Leverage A Model: EDRM’s Information Governance Reference Model

http://www.edrm.net/projects/igrm

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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/

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Leverage A Model: Information Coalition’s Information Governance Model

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Pick A Spot To Start

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Build Out In Sections

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Lining Up The AHIMA & Information Coalition Models

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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

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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

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Privacy & Security

Legal & Regulatory

Data Governance

IT Governance Analytics

IG Performance

Enterprise Info


Authorities



Legal/Compliance


Management

Privacy/Security

IT

Supports

Change Management

Communication



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


Taxonomy

Metadata

Formats

Protocols


Infrastructure


APIs / Web Services


Hosting / Cloud

Hardware

Security

SLAs & Licensing

Performance

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Privacy & Security

Legal & Regulatory

Data Governance

IT Governance Analytics

IG Performance

Enterprise Info


Authorities



Legal/Compliance


Management

Privacy/Security

IT

Supports

Change Management

Communication



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


Taxonomy

Metadata

Formats

Protocols


Infrastructure


APIs / Web Services


Hosting / Cloud

Hardware

Security

SLAs & Licensing

Performance

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Build Towards The Future… …Understand The Past

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Why Does The Records & Information Function Exist Within Your Organization?

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Back To Basics Simpler 0mes…

As we were approaching capacity in this model, we were bailed out…

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Avoiding Capacity Through Technology

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Iden0fying Records

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Iden0fying Records

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Iden0fying Records

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Disposing Of Records

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Disposing Of Records

Is Records & Informa0on Management

reducing organiza0onal risk?

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Wipe The Slate Clean?

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What Were We Trying To Achieve?


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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

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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)

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•  Potential Negatives –  Accuracy Of User Metadata –  Developing Rules Is A Project –  Supporting Technology

Records Categorization Method

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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.

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•  Potential Negatives –  Accuracy Of User Metadata –  Developing Rules Is A Project –  Supporting Technology

Information Categorization Method

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•   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

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•  Potential Negatives –  Analytics Accuracy (Computer) Vs. Delegated

Declaration Accuracy (Humans) –  Cost –  Start Of Every Apocalyptic Movie Ever

Created –   Integration With Existing Enterprise Systems


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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?

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Choose Your Own Adventure

Which Method Will You Choose?

Advanced Computing

Records Categorization

Information Categorization

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Why Does The Records & Information Function Exist Within Your Organization?

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(That’s why we get paid)

Records & Information Managers Exist To

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What Were We Trying To Achieve?


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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.

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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.

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Leveraging workflow rules to automatically categorize content based on rules that your organization must establish.

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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

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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.

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Questions

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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!

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AHIMA Webinars

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While online, you can also register for webinars or web replays of past and future

webinars.

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Thank You For Joining Us Today!

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