What is Information Governance

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The Global Community of Information Professionals

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What is Information GovernanceManage risks, reduce costs, and maximize value of information

Copyright © AIIM | All rights reserved.

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

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


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

Source: Monica Crocker, Land O’Lakes at #AIIM13

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.


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


IG as an Umbrella Term

Source: http://ediscoveryjournal.com/wp-content/uploads/edj-reports/ViaLumina_eDJ_Info_Governance_Survey_Report.pdf


One IG Program to Rule Them All

Source: Doculabs & EDRM Information Governance Reference Model (http://www.edrm.net/projects/igrm)

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


A New Strategy for IG

1. Manage all information, not just records2. Connect legal, privacy and regulatory retention obligations to

relevant information3. Retention periods must take into account the business value of

information in addition to legal and compliance value4. Identify where information is located5. Ensure that retention and disposal obligations are communicated and

publicized in a language that stakeholders can understand6. Allow for flexibility to adapt to local laws, obligations and limitations7. Include a mechanism that allows legal and IT to collaborate in

executing and terminating legal holds8. Identify and eliminate duplicate information9. 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/it-management/inside-the-c-suite/a-modern-governance-strategy-for-data-disposal.html/


Establish an IG Framework

Source: http://www.infogovcommunity.com/blog/maturity-model-overview/


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

Manage Information Risks - 1

Source: Ovum


Excess litigation costs or damages resulting from poor records keeping

Loss of customer confidence or bad publicity from data loss

Loss of intellectual property or company confidential information

Inability to respond to requests (Freedom of Information)

Infringement of industry-specific compliance regulations

Audit qualifications due to inadequate records

Regulator action from loss/exposure of personally identifiable information

Poor outcome of customer/supplier disputes due to gaps in comms trail

Criminal prosecution for allowing personally sensitive data to be lost

0% 10% 20% 30% 40% 50% 60%

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)

N=500


Reduce storage and infrastructure costs

Exploit and share our knowledge resources

Faster response to events, accidents, press activities, FOI enquiries, etc.

More personalized and accurate service to customers

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

0% 10% 20% 30% 40% 50% 60% 70% 80%

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)

N=506


Reduce Information Costs - 2

Subject to Legal Hold; 2%

Has Business Utility;

25%

Regula-tory

Record Keeping;

5%

Everything Else; 68%

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.

Source: Compliance and Governance Oversight Council

68% of stored information is redundant, outdated, or trivial (ROT)


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?33.5% more productive (average)

Maximize the Business Benefit - 1


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?30.9% more productive (average)



Photo source: http://www.flickr.com/photos/globalx/4864001692/

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 on-the-road? 25.1% more efficient (average)



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 case-related information that you hold.

32.2% more responsive (average)



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

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• Measure for success


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 MSRHow to identify the quality of leadershipHow to get management commitmentHow to obtain Executive SponsorshipHow to develop a policyHow to establish organizational roles, responsibilities and authorities

2. PlanningHow to carry out planning How to address risks and opportunitiesHow 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. SupportHow 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. OperationsHow 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 EvaluationHow 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 managementHow to carry out high level activities for Data QualityHow to carry out high level activities for Data security and privacy

7. Components/2How to carry out high level activities for Big dataHow to carry out high level activities for Mobile computingHow to carry out high level activities for Cloud computingHow 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/2How to use Archive management, Business process managementHow to use Search (including enterprise search and federated search)How to use eDiscovery and eDisclosureHow to use Analytics and “big data” analysis

10. InstrumentsHow to develop a taxonomyHow to develop a metadata modelHow to develop a security classification scheme

Information Governance Practitioner - Create an information accountability framework that reduces costs, manages risk, and optimizes value


24-7 course access for 6 months

Unlimited access for 6 months

Downloadable resources, checklists, and templates

Online exam leading to an AIIM designation


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


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

Date post:	26-Jan-2015
Category:	Business
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