Information Governance Training - Learn how to establish an information accountability framework that reduces costs, manages risk, and optimizes value

1. Copyright
©
AIIM
|
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rights
reserved.
#AIIM
The
Global
Community
of
Informa4on
Professionals
aiim.org
How
to
sell
Informa4on
Governance
to
execu4ves?
Manage
risks,
reduce
costs,
and
maximize
value
of
informa4on

2. Copyright
©
AIIM
|
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rights
reserved.
Your
Industry
Associa4on
¤ AIIM
is
the
global
community
for
informa4on
professionals
¤ Founded
in
1943
¤ 80,000
acCve
community
members
¤ We
do
research
and
task
forces
analyzing
trends
and
opportuni4es
¤ Forbes
Magazine
called
our
research
with
author
Geoffrey
Moore
the
"Best
social
media
idea
of
2011”
¤ AIIM
published
last
year
#OccupyIT
–
a
manifesto
about
how
business
leaders
must
reclaim
IT
¤ AIIM
is
a
also
leading
provider
of
training
and
standards

3. Copyright
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3
The
Need
for
Informa4on
Governance
§ Digital
data
is
growing
&
moving
beyond
the
enterprise
§ Business
value
&
risk
is
oUen
unknown
&
unmanaged
§ Sharing
informaCon
with
partners
&
suppliers
is
rouCne
§ Social
networking
&
mobile
access
is
prevalent
§ Risk
of
security
breach
or
data
loss
is
growing
Source:
Chris
Preston,
InformaCon
Intelligence
Group,
EMC
at
#AIIM12

4. Copyright
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4
Perfect
Storm
of
Regula4on
§ Data
Privacy
Laws
(vary
by
state)
§ Freedom
of
InformaCon
Act
§ HIPAA
§ Payment
Card
Industry
Data
Security
Standard
§ Homeland
Security
§ Sarbanes-­‐Oxley
§ Industry
specific
regulaCons
(HACCP)
§ Federal
Rules
of
Civil
Procedure
Source:
Monica
Crocker,
Land
O’Lakes
at
#AIIM13
AIIM
research
found
that
legal
costs,
fines
and
damages
could
be
reduced
by
25%
if
organizaCons
applied
best
pracCce
procedures
to
records
management,
security
and
e-­‐Discovery.

5. Copyright
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5
Defini4on
of
Informa4on
Governance
“The
specificaCon
of
decision
rights
and
an
accountability
framework
to
encourage
desirable
behavior
in
the
valuaCon,
creaCon,
storage,
use,
archival
and
deleCon
of
informaCon.
It
includes
the
processes,
roles,
standards
and
metrics
that
ensure
the
effecCve
and
efficient
use
of
informaCon
in
enabling
an
organizaCon
to
achieve
its
goals.”
Source:
Gartner
The
key
terms?
§ Accountability
framework
for
informaCon
§ Processes,
roles,
standards,
metrics
§ EffecCve,
efficient
use
of
informaCon
to
achieve
goals

6. Copyright
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6
IG
as
an
Umbrella
Term
Source:
hhp://ediscoveryjournal.com/wp-­‐content/uploads/edj-­‐reports/
ViaLumina_eDJ_Info_Governance_Survey_Report.pdf

7. Copyright
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7
One
IG
Program
to
Rule
Them
All
Source:
Doculabs
&
EDRM
InformaCon
Governance
Reference
Model
(hhp://www.edrm.net/projects/igrm)
Managing
informa+on
throughout
its
lifecycle
from
a
broader
perspec+ve
than
just
reten+on,
legal
obliga+on,
or
IT
func+onality
Seeks
to
meet
the
needs
of
the
total
organiza+on
(Compliance,
IT,
and
lines
of
business)
with
op+mized
informa+on
management
prac+ces

8. Copyright
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8
A
New
Strategy
for
IG
1. Manage
all
informaCon,
not
just
records
2. Connect
legal,
privacy
and
regulatory
retenCon
obligaCons
to
relevant
informaCon
3. RetenCon
periods
must
take
into
account
the
business
value
of
informaCon
in
addiCon
to
legal
and
compliance
value
4. IdenCfy
where
informaCon
is
located
5. Ensure
that
retenCon
and
disposal
obligaCons
are
communicated
and
publicized
in
a
language
that
stakeholders
can
understand
6. Allow
for
flexibility
to
adapt
to
local
laws,
obligaCons
and
limitaCons
7. Include
a
mechanism
that
allows
legal
and
IT
to
collaborate
in
execuCng
and
terminaCng
legal
holds
8. IdenCfy
and
eliminate
duplicate
informaCon
9. Update
in
real
Cme
to
account
for
changes
in
laws,
to
business
and
in
technology
Source:
Lorrie
Luellig,
Ryley
Carlock
&
Applewhite
hhp://www.cioinsight.com/it-­‐
management/inside-­‐the-­‐c-­‐suite/a-­‐modern-­‐governance-­‐strategy-­‐for-­‐data-­‐disposal.html/

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9
§ InformaCon
Management
Compliance
=
legal
requirements
+
industry
standards
+
organizaConal
policies
and
guidelines,
and
more...
§ Finding
and
retrieving
informaCon
on
demand
§ Controlling
access
and
confidenCality
§ Monitoring
and
reporCng
for
enforcement
§ Comprehensive
audiCng
§ Secure
retenCon
and
destrucCon
Manage
Risks
-­‐
1
Source:
Ovum

10. Copyright
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10
0%
10%
20%
30%
40%
50%
60%
Excess
liCgaCon
costs
or
damages
resulCng
from
poor
records
keeping
Loss
of
customer
confidence
or
bad
publicity
from
data
loss
Loss
of
intellectual
property
or
company
confidenCal
informaCon
Inability
to
respond
to
requests
(Freedom
of
InformaCon)
Infringement
of
industry-­‐specific
compliance
regulaCons
Audit
qualificaCons
due
to
inadequate
records
Regulator
acCon
from
loss/exposure
of
personally
idenCfiable
informaCon
Poor
outcome
of
customer/supplier
disputes
due
to
gaps
in
comms
trail
Criminal
prosecuCon
for
allowing
personally
sensiCve
data
to
be
lost
Manage
Risks
-­‐
2
Which
of
the
following
do
you
consider
to
be
the
three
biggest
risks
to
your
company
from
a
failure
of
informaCon
governance?
(max
THREE)
N=500

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11
0%
20%
40%
60%
80%
Reduce
storage
and
infrastructure
costs
Exploit
and
share
our
knowledge
resources
Faster
response
to
events,
accidents,
press
acCviCes,
FOI
enquiries,
etc.
More
personalized
and
accurate
service
to
customers
Beher
customer/supplier
relaConships
Support
for
potenCal
big
data
iniCaCves
Beher
reputaCon/improved
shareholder
value
Faster
and
cheaper
financial
audits
Control
social
media
for
posiCve
benefit
Reduce
Costs
-­‐
1
Which
three
of
the
following
do
you
consider
to
be
the
biggest
benefits
to
your
company
from
good
informaCon
governance?
(max
THREE)
N=506

12. Copyright
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12
Technique
Status
%
of
Total
Total
AnalyCcs
Unnecessary
20%
500
TB
(.5
PB)
ClassificaCon
Record
8%
200
TB
(.2
PB)
Non-­‐Record,
Business
Reference
28%
700
TB
(.7
PB)
Evaluated,
Staged
for
DisposiCon
(2016)
44%
1,100
TB
(1.1PB)
Total
100%
2,500
TB
(2.5
PB)
Findings
Enterprise
Impact
Total
that
could
be
disposed
20%
of
2.5
PB
Enterprise
ImplicaCons
.5
PB
removed
@
$5,000,000
per
PB
Savings
$2,500,000
per
year
in
storage
expense
Reduce
Costs
-­‐
2
Source:
James
Watson,
Doculabs,
at
#AIIM12`
Here
is
an
example
of
an
organizaCon
that
started
to
beher
manage
informaCon
over
its
lifecycle
including
gezng
rid
of
informaCon.

13. Copyright
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13
How
much
more
producCve
do
you
think
the
administraCve
staff
in
your
organizaCon
would
be
(or
are)
if
their
processes
were
work-­‐flowed,
using
scanned
forms
and
documents,
with
automated
data
capture?
33.5%
more
produc4ve
(average)
Maximize
the
Business
Benefit
-­‐
1

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14
How
much
more
producCve
do
you
think
professional
staff
in
your
organizaCon
would
be
(or
are)
if
they
could
find
internal
informa4on
and
documents
as
quickly
and
as
easily
as
they
find
informaCon
on
the
web?
30.9%
more
produc4ve
(average)
Maximize
the
Business
Benefit
-­‐
2

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15
Photo
source:
hhp://www.flickr.com/photos/globalx/4864001692/
How
much
would
it
improve
(or
have
you
improved)
the
efficiency
of
your
office
staff
by
giving
them
sufficient
remote
or
mobile
access
to
company
informa4on
that
they
are
able
to
efficiently
work
from
home
or
on-­‐
the-­‐road?
25.1%
more
efficient
(average)
Maximize
the
Business
Benefit
-­‐
3

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16
By
how
much
do
you
think
customer
service
levels
and
response
Cmes
could
be
(or
have
been)
improved
if
all
of
your
customer-­‐facing
staff
could
immediately
access
and
share
all
of
the
customer
related
and
case-­‐
related
informa4on
that
you
hold.
32.2%
more
responsive
(average)
Maximize
the
Business
Benefit
-­‐
4

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17
Informa4on
Governance
Training
AIIM
–
the
leading
training
provider
for
informaCon
professionals
§ 25,000+
course
ahendees
§ Self-­‐paced
or
live
courses
§ Courses
can
be
customized
for
your
organizaCon
§ Pass
the
online
exam
to
earn
the
designaCon
Learn
how
to
establish
an
informa4on
accountability
framework
that
reduces
costs,
manages
risk,
and
op4mizes
value
• Get
execuCve
sponsorship
• Establish
an
InformaCon
Governance
Program
• IdenCfy
necessary
components,
technologies,
and
instruments
• Assess
the
impact
of
mobile,
social,
cloud
and
big
data
analyCcs
• Conduct
a
risk
assessment
and
miCgaCon
• Automate
records
retenCon
and
disposiCon
• IdenCfy
necessary
roles
and
responsibiliCes
• Measure
for
success

18. Copyright
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18
1.
Understanding
the
Context
How
to
understand
the
context
of
the
organizaCon
How
to
conduct
a
Maturity
Assessment
How
to
idenCfy
and
prioriCze
business,
legal
and
other
requirements
(compliance)
How
to
conduct
a
risk
profile,
assessment
and
miCgaCon
(risk
management)
How
to
define
the
scope
of
the
MSR
How
to
idenCfy
the
quality
of
leadership
How
to
get
management
commitment
How
to
obtain
ExecuCve
Sponsorship
How
to
develop
a
policy
How
to
establish
organizaConal
roles,
responsibiliCes
and
authoriCes
2.
Planning
How
to
carry
out
planning
How
to
address
risks
and
opportuniCes
How
to
define
business
problems
How
to
build
a
program
roadmap
How
to
establish
an
organizaConal
blueprint
How
to
establish
informaCon
management
objecCves
and
plans
to
achieve
them
How
to
define
Metrics
3.
Support
How
to
ensure
the
support
that
is
required
How
to
ensure
the
resources
that
are
required
How
to
establish
competencies
for
roles
How
to
increase
awareness
and
improve
training
How
to
improve
communicaCon
Hot
to
ensure
proper
documentaCon
4.
Opera4ons
How
to
establish
operaCons
How
to
carry
out
operaConal
planning
and
control
How
to
design
of
data
and
informaCon
processes
How
to
implement
an
informaCon
governance
operaCon
How
to
establish
supporCng
roles
required
for
informaCon
management
How
to
establish
and
use
analyCcs
How
to
establish
control
for
Security
&
Privacy
How
to
manage
the
lifecycle
of
data
and
informaCon
5.
Performance
Evalua4on
How
to
carry
out
program
performance
evaluaCons
How
to
monitor,
measure,
analysis
programs
How
to
measure
performance
results
How
to
carry
out
an
internal
system
audit
How
to
conduct
a
management
review
How
to
establish
conCnuous
improvement
How
to
address
nonconformity
control
and
correcCve
acCons
6.
Components/1
How
to
carry
out
high
level
acCviCes
for
records
and
Lifecycle
management
How
to
carry
out
high
level
acCviCes
for
Data
Quality
How
to
carry
out
high
level
acCviCes
for
Data
security
and
privacy
7.
Components/2
How
to
carry
out
high
level
acCviCes
for
Big
data
How
to
carry
out
high
level
acCviCes
for
Mobile
compuCng
How
to
carry
out
high
level
acCviCes
for
Cloud
compuCng
How
to
carry
out
high
level
acCviCes
for
Social
media
management
8.
Associated
Technologies/1
How
to
use
Content
Management
(including
CMS,
WCM
and
ECM)
How
to
use
Document
management
(including
scanning
and
imaging)
How
to
use
Records
management
(including
EDRMS
and
physical
records
management)
How
to
use
Digital
asset
management
(DAM)
How
to
use
Email
management
(and
archiving)
9.
Associated
Technologies/2
How
to
use
Archive
management,
Business
process
management
How
to
use
Search
(including
enterprise
search
and
federated
search)
How
to
use
eDiscovery
and
eDisclosure
How
to
use
AnalyCcs
and
“big
data”
analysis
10.
Instruments
How
to
develop
a
taxonomy
How
to
develop
a
metadata
model
How
to
develop
a
security
classificaCon
scheme
Informa4on
Governance
Prac44oner
-­‐
Create
an
informa4on
accountability
framework
that
reduces
costs,
manages
risk,
and
op4mizes
value

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19
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course
access
for
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months
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templates
Online
exam
leading
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AIIM
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20
Standards
and
best
prac4ces
The
courses
use
and
refer
to
standards
when
possible
including
benefits
and
disadvantages
All
AIIM
training
courses
have
an
internaConal
focus
with
local
examples
of
regulaCons
and
standards

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