INFORMATION GOVERNANCECritical Success Factors in Implementing aStudy of IG Practitioners

Michael S. Smith, DM-IST, IGP, CRM, CDS

OPENING POINT OF VIEW

WHAT DO INFORMATION GOVERNANCE

PROFESSIONALS REALLY DO?

https://www.youtube.com/watch?v=wz5vwUM_uuM

WHAT ARE WE LEARNING TODAY?

A QUALITATIVE PHENOMENOLOGICAL STUDY OF

CRITICAL SUCCESS FACTORS IN IMPLEMENTING INFORMATION

GOVERNANCEThe purpose of the phenomenological study was to explore the Critical Success Factors (CSFs) experienced by 20 IG professionals in implementing IG practices within the Enterprise Information Management program at Fortune 500 publicly traded companies within the United States.

Consolidation of electronic tools (Maps, Camera, Music, Video) into “Smart Devices”- Turner, Reinsel, Gantz, and Minton (2014)

2.6 BINCREASED

2000s - Present

Proliferation of Mobile & Social Technology- Moore, 2011

7.3 BGLOBAL-MOBILE

DEVICES

1999’s- Present

For 30 years, space per unit cost has doubled roughly every 14 months.Gopisetty et al. (2008)

$192kDECREASE in COST per GB

1980- Present

Personal Computing Proliferation -Beyer, Lapkin, Gall, Feinberg, & Sribar, 2011

1 BillionGLOBAL # in 2015

1981-Present

Digital Universe - Gantz & Reinsel, 2015• Like the physical universe, the digital universe is large – by 2020

containing nearly as many digital bits as there are stars in the universe.

• It is doubling in size every two yearsThe Internet of Things - Gantz & Reinsel, 2015

• Data from Embedded Systems Will Account for 10% of the Digital Universe by 2020

THE PROBLEM http://www.emc.com/leadership/digital-universe/index.htm

4.4 T

2013Equal to

275 Million 16 GB IPad’s

Gigabytes

Replication is the movement, storage, and back-up of dataTHE GROWTH OF DATA TO COME

44 T

2020Equal to

2.75 Billion 16 GB IPad’s

Gigabytes

Growth of a factor of 10X+

4The change in the volume, velocity, and variety of information along with the increase in regulatory and legal compliance, and a lack of security controls places organizations at risk and their brand in jeopardy (Beyer et al., 2011).

3Chaos will reign without an EIM strategy due to increased compliance requirements, increasing costs, and gaps in data security (Murphy, 2006).

2The cost of creating, capturing, managing, and storing information in 2011 was just one-sixth the cost in 2005, while the cost to store and manage in the digital universe increased IT investment by 50% (Gantz & Reinsel, 2011).

1The proliferation of structured data, unstructured data, and information stored within an enterprise along with the convergence of increasing regulation and compliance has created the big data phenomena (Vednere, 2009).

Support of the Problem StatementMOVING FROM THEORY TO PRACTICE

Few Studies on IG Growth of Data Reducing DataFew studies cover the big-data phenomenon, yet EIM is a discipline requiring engagement in extreme information management involving information managers (Gartner, Inc., 2012).

Organizations experience exponential growth of data and a simple formula is as follows:

Existing Data + New Created Data = Total Data

Reducing the volume of data through disposition by automation using IG policies and retention to clean legacy data and manage the information lifecycle going forward could yield a slower net growth of data. The formula would be as follows:

Existing Data + New Created Data = Total Data then less disposition through deletion = Net Data

Significance of the Study

WHY IS THIS IMPORTANT TO IGP’s?

1 2 3The significance of this study to leadership was to provide a reference for Critical Success Factors (CSFs) to guide future leaders in their quest in implementing an EIM system.

Organizations choosing to adopt an EIM program must formulate an effective business strategy for the complex task and ensure governance of the program (Lei & Slocum, 2005).

IT and EIM professionals may possibly use this study to further develop their plans to combat the ever growing volumes of data.

Significance of the Study to LeadershipWHY IS THIS IMPORTANT TO LEADERSHIP?

HOW DOES IT ALL FIT TOGETHER?

CSF’sIG EIM

Implementing an Information

Governance (IG) Program to govern

EIM across an organization

Critical Success Factors

That enable a successful

implementation of IG within EIM

Enterprise Information

Management (EIM) managing all of the

data and information across

an enterprise

Theoretical Framework

Enterprise Information Management LIFECYCLES of EIM Assets

EIM

DLM

ILM

RLM

EIM is the set of business processes, disciplines, and practices adopted by the enterprise and used to manage the information created from an organization's data as an enterprise asset

Data lifecycle begins with the creation of date and extends through the use, maintenance, and disposition of data

Information lifecycle management attempts to assign appropriate value to information and specify an adequate storage capability, as opposed to indiscriminately storing everything.

RLM refers to the creation, classification, maintenance, and disposition of a record

PHASE 1 PHASE 2

Define Fortune 500 ListUse ARMA Membership to link to companiesRandomize ListChoose list of 50Repeat as needed

Contact Study Candidates until 20 are completedRequest ParticipationConfirm or Deny ParticipationSet Appointment TimeConfirm Study Documents are Signed

PHASE 3

Conduct InterviewsCompile Meeting NotesInput to Nvivo 10Analyze Nvivo 10 ReportsValidate findings against the Literature Review

Population of the StudyABOUT THE STUDY

• The population for this study consisted of IG professionals responsible for implementing IG with an EIM program in Fortune 500 companies within the United States.

• The preferred participant was the IG professional of the organization, a position that could be at the vice president, director, or management level.

• The context of the study was to understand the CSFs of an effective EIM from those who had direct information and lived experiences.

29%

19%

14%

14%

9%

5%5%

5%

IG Professionals

Fin Svcs.

Consumer Prod.

Insurance

Pharm/Bio

Manufacturing

Food & Beverage

Industrial/Petroleum

Business Svcs.

IG Professionals who have implemented IG within a Fortune 500 in their Career

Semi-structured interviews to learn the lived experiences of the IG Professionals.

A total of 11 open ended questions yielding an hour per participant of rich input regarding experience in IG

Interviews conducted with 20 IG Professionals

PARTICIPANTS OF THE STUDY BY INDUSTRY

Information Lifecycle10

Quick Wins9

Common Language8

Standards, Controls, Retention & Disposition7

Communication4

Change3

Risk2

Executive Support/Sponsorship1

What the Unstructured Interview YieldedEMERGING THEMES

Technology5

Planning6

Balancing the needs of the Business with Compliance

11

Legal12

Risk

Executive Support/Sponsorship

Communication

Technology

9037

36Emerging ThemesWHAT DID THE IGP’S SAY?

Strategy & Planning

Change

3536

32

MID PRESENTATION POINT OF VIEW

WHAT DO MOST COMPANIES DO TO DEAL WITH INFORMATION & DATA MANAGEMENT

ISSUES?

https://www.youtube.com/watch?v=-M2rT2O6dkE

1 2 3Leadership may safeguard their data and information by supporting the IG professional and the program.

Leadership may also assist in their support by providing the necessary resources to manage risk, promote change management, and encourage open communication.

Leadership should also monitor the IG program and supporting technology as part of its strategic planning process. Information assets should be aligned with the corporate strategy moving into the future.

Thematic Results for LeadershipRECOMMENDATIONS FOR LEADERSHIP

1 2 3IG professionals need to prepare their organizations at all levels for an IG program.

To be effective at managing change and communicating across the enterprise the IG professional must speak in the terms of the Business.

IG professionals need to develop skills to gain executive sponsorship, create an IG steering committee, and to communicate at all levels of the organization.

Thematic Results for IG Professionals

RECOMMENDATIONS TO IG PROFESSIONALS

IG CRITICAL SUCCESS FACTORS

An effective business value statement should be defined and communicated.

Successful Information GovernanceCritical Success Factor (CSF) is the set of factors that

are most critical to the success of the project It is what you must have to be successful.

Align clearly with privacy, security, and risk professionals within their enterprise on strategies and plans.

People are an important part of any organization and the change management plan for IG must be customized to include the culture and style of the enterprise.

The IG professional should look to build relationships and partnerships at all levels of the enterprise to effectively engage stakeholders.

Effective automation of the complex IG requirements regarding risk, compliance, and business rules may provide greater confidence to executives.

IG professionals should use industry assessments to measure their enterprises current situation regarding IG

Executive Sponsorship Risk Management Change Management

Strategy & PlanningTechnology Communication

Information Lifecycle Management

4Creating a sample case study of 2-3 companies who have implemented Information Governance within an EIM and create for use by Information Management Students and Practitioners

3Testing a sample of companies who have implemented the General Accepted Record Keeping Principles against their financial performance over the past 5 years.

2A quantitative analysis of Fortune 500 companies with IG programs in various levels of maturity would be useful by surveying executive, middle management, and front line stakeholders.

1 An opportunity to test the IG Critical Success Factors in a quantitative analysis is an opening for further research.

RECOMMENDATIONS FOR FURTHER RESEARCH

WHAT CAN BE DONE NEXT?

4 Think Bigger…we are no longer just RIM but INFORMATION MANAGEMENT PROFESSIONALS

3Skim through the full research study. I paid to make it free for people to download! Read through parts that can support you in your planning and execution – Write it Down

2Review the Digital Universe and see how you fit into the dramatic changes of Information Management and how you fit into it for the remainder of your career – Write it Down

1 Think about the presentation and what are the 1-2 things that provoked you to think about your current situation – Write it Down

FROM RESEARCH TO ACTION

WHAT CAN YOU TAKE AWAY FROM TODAY?

Information Management Professional have growing programs which are merging with critical core

activities….

Information Management Professional have a unique set of skills which puts us at the center of information and data management discussions, issues, and solutions…

….how do we continue to build skills, expertise, and models to sustain the value we bring to organizations?

https://www.youtube.com/watch?v=KgmO32IdwuE

SKILLS I HAVE ACQUIRED OVER A VERY LONG CAREER

A VERY PARTICULAR SET OF SKILLS!