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Right-Size the Information Governance Program

Stop viewing information governance as a separate project and incorporate it into the requirements gathering for business initiatives.

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Contributors

  • Over 30 companies provided templates, best practices, and information. Due to the sensitivity of the information, all contributors requested confidentiality.

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  • Analyst Interviews: Share your best practices, opinions, tools or templates with your peers.
  • Upcoming Workshops: Accelerate your project with an onsite, expert analyst to facilitate a workshop for you. Contact us for more details.
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Your Challenge

  • Content is expanding rapidly and proliferating across devices and platforms. This growth is causing discomfort for risk management and compliance/legal professionals, and creating concerns about storage growth and worker productivity.
  • Implementing an Information Governance (IG) plan is an overwhelming activity due to lack of business buy-in and a clear value for the time investment.

Our Advice

Critical Insight

  • Govern your documents as an asset. Match your time investment in governing and controlling information with the value of that asset. Reassess the governance plan based on future information requirements.
  • Make governance a requirement for new IT projects rather than a separate project.

Impact and Result

  • This project will provide members with a scalable framework, committee guidelines, and the policy templates to quickly implement an information governance plan.
  • For organizations that have business buy-in to implement an information governance plan, this blueprint provides an assessment of where to start and how to show value beyond just risk mitigation.
  • A fully implemented information governance plan can reduce the amount of content in the primary storage, thereby reducing the per user cost of storage by 60%.

Research & Tools

2. Create and prioritize the business initiative backlog

Gather a list of information sources that may require further governance.

3. Identify and profile crucial information sources

Build a scoring rubric for defining risk and information value.

4. Plan the implementation of IG on selected information sources

Plan the necessary IG projects to start the program and build additional IG projects as they come up.

5. Make your IG framework a sustained discipline

Identify changes to policy or process based on initial projects and build a sustainable IG program.

Guided Implementations

This guided implementation is a five call advisory process.

Call #1 - Validate the information governance framework

Confirm the information governance framework and the policy documents that support that framework.

Call #2 - Review the information governance implementation plan

Move from policy to governed information by choosing the right information sources based on their value.

Call #3 - Start with a single information source

Review the decisions that led to your choice to ensure that they represent best practices and you understand the challenges.

Call #4 - Review the information governance program plan

Understand the best practices and review your plan for moving from IG projects to a long-term program.

Call #5 - Identify gaps and next steps

Move forward by identifying the technology options and evaluate the portfolio that supports your information governance strategy.

Onsite Workshop

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Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Select the appropriate information governance framework

The Purpose

  • Identify key drivers of your information governance needs.
  • Evaluate the current data and usage policies.

Key Benefits Achieved

  • A single framework that includes metrics for valuation of information as a business asset.
  • Defined risk profile and the best practice policies that are associated with that profile.

Outputs

Activities:

1.1

Define the current regulations

  • Draft information governance charter
1.2

Map the gaps in your current policies and rules

  • Draft acceptable use policies
  • Draft retention and disposition rules
1.3

Identify departments or user groups that will see value in information governance

Module 2: Create and prioritize the business initiatives backlog

The Purpose

  • Define the current business initiatives that IT is involved with implementing.
  • Evaluate information sources associated with those initiatives.
  • Build a set of metrics for evaluation and long-term assessment of information governance.

Key Benefits Achieved

  • A list of all potential information sources that should have tighter use and retention policies.
  • An information source to start with that has business buy-in.

Outputs

Activities:

2.1

Define the key use case for archiving

2.2

Evaluate information sources

  • A prioritized list of the top five to ten high risk/high value information sources
2.3

Build a set of metrics for evaluating and assessing information governance long term

  • A set of metrics for evaluating new information sources or business initiatives
2.4

Build a prioritized list of information governance projects

  • A customized cost framework for implementing information governance on each information source
2.5

Build a communication plan for business users

Search Code: 74421
Published: March 12, 2014
Last Revised: March 12, 2014