Achieve your corporate agenda implementing an Information Governance (IG) program in your organization

Leverage your information assets, mitigate risk and reduce storage costs

April 2015

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Are these the arguments you get when you advocate for IG?

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We don’t need it

We have no budget

Our corporate agenda is first We have

other priorities

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Align the corporate agenda with IG

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I am not convinced we can align our

corporate agenda with IG

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Why do organizations implement IG?

75% said risk avoidance

50% said it was to increase

productivity

Around 30% said it was to reduce storage costs

Source: http://bit.ly/1zuo6I

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Information Governance• Information governance is the key to business success • IG “enforces desirable behavior in the creation, use,

archiving and disposition of ALL corporate information” Therefore it Reduces cost Mitigates risk Leverages your information assets

Making your business more

competitive

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Sure can

OK, I get the idea, can you tell

me, HOW?

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FIRST LET’S TALK ABOUT “WHO” IS IN CHARGE OF DEFINING POLICIES• Managing all the information in an organization is a

collaborative effort. • There is a committee that has authority over how the

organization manages information. They are called the IG Steering Committee (the A-team).

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LET’S SET-UP THE IG STEERING COMMITTEE (THE A-TEAM) • Who should be in it?

– Representatives from records management, legal, security, privacy, risk, compliance and IT….

• Start from scratch? – An IG steering committee can be built independently

or rely on previous groups and stakeholders– You need the right leader for this Committee!– Get executive sponsorship!

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OK, so what does your

A-team do all day?

They define policies

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THIS IS HOW YOU “DO” INFORMATION GOVERNANCE• The IG Steering Committee starts by defining and testing

policies that are centralized • Policies need to be approved according to authority levels

defined in work flows • The committee incorporates region-specific laws and

regulations to the policies• The policies are to be enforced across all information in

national boundaries • The program needs to be measured and adjusted

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DEFINE POLICIES - CORPORATE WIDE POLICES• Defining policies is the IG Steering Committee’s main

responsibility• Policies encapsulate the requirements from across the

organization • The following questions are to be addressed:

– What information should be governed?– Why does it have to be governed?– When can this information be disposed of legally?– How should the information be governed?

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When defining policies start small. Use a collaborative approach. With content stored in different repositories and geographical locations, policies have to be:-Centralized to be accessed in several locations-Content agnostic: to be applied to content wherever it is located

How will we comply with

region specific laws and

regulations….??

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We need three things to be compliant • 1) The latest laws and regulations from all the countries

you operate in• 2) The IG Steering Committee creating policies based on

those laws to be applied to any information regardless of where it is stored

• 3) Automation of those policiesThis means IG policies take into account the latest laws and regulations so you can effectively manage your information.

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Oh, and who is going to enforce those policies?

IT because policies need to be non-

intrusive to the users, let’s talk about enforcement.

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Enforcing corporate wide information governance policies • This step is the key to success of an IG program• IG steering committees set the policies and have authority

and accountability to make sure enforcement is in place, but they don’t enforce policies directly

• Who does? That is IT’s job… with the help of some automated processes

• IT needs to be effectively engaged for the policies to be enforced

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It sounds like a lot of time and

money spent on this IG thing.

Yes, but it is a lot cheaper than

e-discovery and there are benefits. Here is

the next phase…

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Measure programeffectiveness and make adjustmentsCost refers to 4 different types of optimization: • Storage costs: potentially 60-68% cost savings per year• Elimination of the over-retention of physical records:

savings of hundreds of thousands of dollars• Staff cost containment: storage is cheap, IT professionals

to manage data are not - millions a year can be saved • Reduction of e-discovery costs: For a legal professional to

review 1 terabyte of data costs around $18, 750. Less terabytes, less costs!

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Information = $$$$IG leverages the value of your information assetsWe performed research about infonomics and these are some of our results: • 53% said the main driver is to make better decisions • 57% said they have a process for establishing economic

value (and cost) of information• Of those, 68% indicated that IG is a priority given the

velocity, variety and volume of information– Read the research here: http://bit.ly/1JWCqJz

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Continuous program• The implementation of your information governance

program is not done. This is not the end, as Bassam Zarkout says:

“Information governance is not a one-time project, it’s a continuous program

that must be backed within the organization and IT infrastructure.”

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Interesting, how do we

start?

Let me show you how you can easily begin

your InformationGovernance Journey

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Start Your Information Governance Journey

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Reduce your storage costs and mitigate risk Centrally manage policies independent from repositories Govern your information across multiple laws and

regulations Build your own information governance program