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Information Governance
Kevin Joerling October 14, 2015
Overview
▪ Global company with offices in the U.S., Canada, Asia, Europe and Australia
▪ We help our clients (Financial Services, Healthcare) process, communicate and safeguard critical high-value information
▪ 14,000 employees
▪ 4 RIM/Information Governance professionals
DST Systems, Inc.
1. Create Information Governance Program Plan
2. Obtain Senior Management Buy-in
3. Data Inventory – Description, Age, Location (File Analytics)
4. Replace Records Retention Policy with IG Policy
5. Integrate Business Units into IG Program – IG Liaisons
6. Communicate and Train all Employees
7. Apply Three Zone Approach to Records and Information
Transitioning from RIM to IG
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Information Governance (IG) Program 2016
2016
2016
Q1 Q2 Q3 Q4
Establish File Share & Home Directory StrategyDevelop File Share & Home Directory
Policy
Develop BU Compliance Plan
Establish Maintenance Procedures for Global Records Retention ScheduleHire IG Technical
Consultant
Distribute BU IG Assessments to Liaisons
Conduct Annual IG Compliance Training
IG Cleanup Week
Implement Email Management Strategy
Purchase/Implement Legal Research Software
Create IG Audit Process
Implement File Share & Home Directory Strategy
Remediate IG Program Deficiencies
Implement Zone Approach for Legacy Data
IG Policy/Strategy Red Technology Blue
IG Leadership Yellow BU Alignment Grey
Compliance Green Communications & Training Black
Legend
➢ Consists of 3 Zones based on the information’s value and risk
➢ Records and information are automatically or manually placed in one of 3 Zones
➢ All Company records and information can and should be managed and retained based upon the Zone Approach
What is the Zone Approach?
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➢ Transitory information that has short-term value and is redundant or becomes obsolete quickly
➢ Examples: Announcements, email inbox and sent items, memos, routine communications…..
➢ Retention period – Up to 1 Year
Zone 1
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➢ Work-In-Progress information that has medium-term value in a draft state or for a limited duration administrative use
➢ Examples: Convenience copies, reference materials, supporting documents, drafts of business records…..
➢ Retention period – Up to 3 Years or while active
Zone 2
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➢ Business Records with longer-term value retained for legal, regulatory, business needs
➢ Examples: Accounting records, audit reports, claim files, executed contracts, financial data, personnel records…..
➢ Retention period – Retained based on DST Global Records Retention Schedule
Zone 3
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Three Zone Approach to Information Governance (IG)
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Zone Values
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➢ Easily understood concept for employees
➢ Significantly reduces volume of information and risk
➢ Substantial cost savings/cost avoidance by disposing of ROT
➢ Minimizes end user compliance burden
➢ Defensible process to satisfy legal and regulatory obligations
Zone Approach Benefits
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➢ Email Management
• Zone 1 = Inbox, sent items, calendar (auto-delete at 1 Year)
• Zone 2 = User created folders (auto-delete at 3 Years)
• Zone 3 = Migrate Business Records to MS SharePoint*
* Zone 3 emails migrated to SharePoint for storage and disposition based on DST Global Records Retention Schedule
Automating Email
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▪ 2014 – Gartner quantified the annual cost of data storage at $2.5 Million per Petabyte (PB)
▪ Gartner also estimated that 69% of organization data is ROT
▪ Today, DST has 1 PB of email in storage
▪ Potential savings over 5 years = $8 Million
Potential Savings – Email
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➢ Network Drives (File Shares)
• Zone 1 = Home directory – personal files (auto-delete at 1 Yr.)
• Zone 2 = File Shares (auto-delete at 3 Years)
• Zone 3 = Migrate business records to MS SharePoint*
* Zone 3 file shares migrated to SharePoint for storage and disposition based on DST Global Records Retention Schedule
Automating File Shares
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Before Implementing Zones
After Implementing Zones
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Marketing Campaign
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Kevin Joerling, CRM, CIP
DST Systems, Inc.
Director, Information Governance
816-435-1211
Questions?
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