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© 2017 © 2017
How to Start an Information Governance Program
Nick Inglis
© 2017
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.
2
© 2017
Nick Inglis, CIP, IGP
nick.inglis@infocoalition.com @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.
© 2017
What Is Information Governance?
© 2017
“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/
© 2017
"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
© 2017
“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
© 2017
Reducing Information Risk & Increasing Information Value
© 2017
Information Governance is…
Information Governance
Information Risk
Information Value
© 2017
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
© 2017
What Are We Trying To Achieve?
• Reduce Risk • Ensure Compliance • Maintain Security • Retain Properly • Dispose Consistently • Etc.
© 2017
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.
© 2017
The Imbalance of Risk & Value
Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
© 2017
The Imbalance of Risk & Value
Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
© 2017
Our Disempowered Employees
Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
© 2017
We Don’t Know What’s Working (because we’re not measuring)
Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
© 2017
Start With A Meaningful Problem
© 2017
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
© 2017
Enterprise Information Management Maturity Model (EIM3)
© 2017
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…
© 2017
Quick Win To Build Support
© 2017
Quick Win To Build Support
• Results-based • Build consensus • Floodgates for progress
© 2017
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
© 2017
Leverage A Model: ARMA
https://projectmanagementforecm.wordpress.com/2011/09/15/ramp-up-your-records-management-program-with-garp/
© 2017
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/
© 2017
Leverage A Model: Information Coalition’s Information Governance Model
© 2017
Pick A Spot To Start
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Build Out In Sections
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Lining Up The AHIMA & Information Coalition Models
© 2017
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
© 2017
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
© 2017
IG Structure Strategic Alignment
Privacy & Security
Legal & Regulatory
Data Governance
IT Governance Analytics
IG Performance
Enterprise Info
Management Awareness & Adherence
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
© 2017
IG Structure Strategic Alignment
Privacy & Security
Legal & Regulatory
Data Governance
IT Governance Analytics
IG Performance
Enterprise Info
Management Awareness & Adherence
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
© 2017
Build Towards The Future… …Understand The Past
© 2017
Why Does The Records & Information Function Exist Within Your Organization?
© 2017
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?
© 2017
What Were We Trying To Achieve?
• Reduce Risk • Ensure Compliance • Maintain Security • Retain Properly • Dispose Consistently • Etc.
© 2017
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
© 2017
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)
© 2017
• Potential Negatives – Accuracy Of User Metadata – Developing Rules Is A Project – Supporting Technology
Records Categorization Method
© 2017
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.
© 2017
• Potential Negatives – Accuracy Of User Metadata – Developing Rules Is A Project – Supporting Technology
Information Categorization Method
© 2017
Advanced Computing Methods
• 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
© 2017
• Potential Negatives – Analytics Accuracy (Computer) Vs. Delegated
Declaration Accuracy (Humans) – Cost – Start Of Every Apocalyptic Movie Ever
Created – Integration With Existing Enterprise Systems
Advanced Computing Methods
© 2017
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?
© 2017
Choose Your Own Adventure
Which Method Will You Choose?
Advanced Computing
Records Categorization
Information Categorization
© 2017
Why Does The Records & Information Function Exist Within Your Organization?
© 2017
© 2017
(That’s why we get paid)
Records & Information Managers Exist To
© 2017
What Were We Trying To Achieve?
• Reduce Risk • Ensure Compliance • Maintain Security • Retain Properly • Dispose Consistently • Etc.
© 2017
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.
© 2017
© 2017
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.
© 2017
Leveraging workflow rules to automatically categorize content based on rules that your organization must establish.
© 2017
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
© 2017
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.
© 2017
Questions
74
© 2017
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To learn more about becoming a member of AHIMA, please visit our website at
ahima.org/membership to Join Now!
© 2017
AHIMA Webinars
Visit our Web site ahimastore.org for information on the 2016 seminar schedule.
While online, you can also register for webinars or web replays of past and future
webinars.
© 2017
Thank You For Joining Us Today!
Remember visit the AHIMA Webinars Web site to complete your evaluation form and receive your CE Certificate online at:
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Each person seeking CE credit must complete the mandatory self-assessment which can be found in the appendix of the resource materials, as well as complete the sign-in form and evaluation to view and print their CE certificate
Certificates will be awarded for AHIMA Continuing Education Credit
© 2017
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