Information Governance -- Necessary Evil or a Bridge to the Future?

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How the world is changing -- Old paradigms are being stretched to the breaking point How we usually think about governance -- It’s not just about what you keep How should we respond? -- Building an action plan for the next 2-3 years

Text of Information Governance -- Necessary Evil or a Bridge to the Future?

  • 1. 1 Information Governance Necessary Evil or a Bridge to the Future? John Mancini, President, AIIM, AIIM.org @jmancini77
  • 2. 2 What AIIM does: We build information management roadmaps to help organizations turn Information Chaos into Information Opportunity.
  • 3. 3 Thank you for the insights of Jason Baron, Else Khoury, Nick Inglis and Rich Medina at #AIIM14, which I found helpful and have tried to capture in this presentation.
  • 4. 4 How the world is changing Old paradigms are being stretched to the breaking point How we usually think about governance Its not just about what you keep How should we respond? Building an action plan for the next 2-3 years 1 2 3
  • 5. Information is the worlds new currency
  • 6. Every budget is an IT budget. Every company is an IT company. Every business leader is becoming a digital leader. Every person is becoming a technology company. We are entering the era of the Digital Industrial Economy. PETER SONDERGAARD, GARTNER
  • 7. Our file servers are out of control and no one can find anything.
  • 8. Information is leaking out of the organization at every turn via devices that werent even invented when we put our systems in place.
  • 9. The volume of stuff we are trying to manage is rapidly spinning out of control.
  • 10. Maximizing our SharePoint investment is proving more difficult than we thought.
  • 11. Every time I turn around, the business has implemented some new application that we didnt even know about in IT.
  • 12. As the CEO, I cant believe we are not getting more value out of the money we spend on technology.
  • 13. Welcome to the era of
  • 14. Consumerization is transforming what users expect from applications and how we deliver them.
  • 15. The four drivers of consumerization A programming language and SDK A friction free distribution platform
  • 16. Cloud and mobile are creating an expectation of anywhere, anytime access.
  • 17. IT cost savings and speedier deployment are but a brief prelude to the main story. Its only the first 10 percent. The remaining 90 percent is what happens to the business itself. In 45 seconds, you can go from never having heard a song to owning it. This is the era of collapsing purchase cycles.
  • 18. The future is flat and agile, not hierarchical and slow.
  • 19. Managing managingthevolume,varietyand velocityofinformationandcontent createdbythesethreedisrupters is
  • 20. Mancinis Law Organizations are systems of information networks. They only operate effectively when there are clear and predictable information flows within and between these networks. Traffic jam, Sao Paolo, Brazil, 2009
  • 21. Mancinis Law Organizations are systems of information networks. They only operate effectively when there are clear and predictable information flows within and between these networks. 50% annual growth in the volume of digital information means that these networks and especially the points of connection between them will become increasingly unstable. Traffic jam, Sao Paolo, Brazil, 2009
  • 22. Mancinis Law Organizations are systems of information networks. They only operate effectively when there are clear and predictable information flows within and between these networks. 50% annual growth in the volume of digital information means that these networks and especially the points of connection between them will become increasingly unstable. Without intervention, the resulting #infochaos will threaten the viability of the entire system. Traffic jam, Sao Paolo, Brazil, 2009
  • 23. 26 How the world is changing Old paradigms are being stretched to the breaking point How we usually think about governance Its not just about what you keep How should we respond? Building an action plan for the next 2-3 years 1 2 3
  • 24. Wemustacknowledgetherealityof governanceinmostorganizations
  • 25. 28 80%of infrastructure is used to support duplicative data. Source: McKinsey Global Institute
  • 26. 29 75%of IT budget is used for infrastructure maintenance. Source: Gartner
  • 27. 30 $18,000 = eDiscovery cost for 1GB of data Source: RAND study on eDiscovery, 2012
  • 28. Information Inflation Lehman Brothers Investigation 350 billion page universe (3 petabytes) Examiner narrowed collection by selecting key custodians, using dozens of Boolean searches Reviewed 5 million docs (40 million pages using 70 contract attorneys) 31 Original Reference: Presentation by Jason R. Baron, Drinker Biddle & Reath LLP, at AIIM14 Jasons Source: Report of Anton R. Valukas, Examiner, In re Lehman Brothers Holdings Inc., et al., Chapter 11 Case No. 08-13555 (U.S. Bankruptcy Ct. S.D.N.Y. March 11, 2010), Vol. 7, Appx. 5, at http://lehmanreport.jenner.com/. And Weve Only Just Begun
  • 29. 32 Source: IDCs Digital Universe Study, sponsored by EMC, June 2011 The Storage Paradox
  • 30. 33 How the world is changing Old paradigms are being stretched to the breaking point How we usually think about governance Its not just about what you keep How should we respond? Building an action plan for the next 2-3 years 1 2 3
  • 31. WhattheC-SuiteHearsWhenWeSay Governance
  • 32. Its good for you. Its the right thing to do. It will keep you out of jail. You should do it.
  • 33. Wemustclearlyandsimplydefine governance
  • 34. Manage Information, Not Devices Who can use this piece of information? What can they do with it? When can they do it? Where can they use it? 37
  • 35. Wemustaddresscloudconcerns straighton
  • 36. Loss of control by customer over technology infrastructure / loss of governance Possible loss of control over location of data Concerns about segregation of data Data retention, destruction Rights to data Data security USA Patriot Act 39 Source: Else Khoury, Manager, Information Management Services/Freedom of Information and Privacy Coordinator, Niagara Region at AIIM14
  • 37. Wemustunderstandwhywehave becomeinformationhoarders
  • 38. Organizations keep non-required electronic content forever because: Classifying content (to determine what to keep and what to purge) is manual and expensive Content worth preserving is mixed with content that should be purged Legal -- and others -- are afraid of wrongfully deleting materials (spoliation) Additional storage is inexpensive, which makes it easy for corporations to buy more storage and defer addressing the problem 41 Source: Richard Medina, Doculabs, at AIIM14
  • 39. Attacking the Problem Nick Inglis has it right The File Room Method Look at all information Identify what needs to be retained The Delegate Method Everyone looks at their information Identify what needs to be retained The Keep It All Met