Information Governance: too important to be left to humans White Paper

Question 1

Information Governance

Answer 1

linking up all aspects of content security, accessibility, inquiry, and life-cycle management under the umbrella
of Information Governance

Question 2

ROT

Answer 2

(redundant, obsolete and trivial content)

Question 3

Recommendations 1

Answer 3

Create an information governance team including representatives from IT, Records Management,
Compliance, Legal, and Line of Business.

Question 4

Recommendations 2

Answer 4

Review the risks posed by the types of information that you hold should they be lost or exposed, and
make senior management aware of the potential consequences of a breach, including those involving
internal staff or caused by general negligence

Question 5

Recommendations 3

Answer 5

Draft an information governance policy. Focus initial efforts on areas where the content is the most
sensitive (e.g., HR records, customer records, IP), but also where there is least governance at present
(e.g., email, shared drives, cloud file shares, mobile).

Question 6

Recommendations 4

Answer 6

Set retention periods for specific content types and audit your ECM system(s), records management
system and email archive to ensure that they have retention management switched on and configured.
Also check that procedures are in place for setting legal holds.

Question 7

Recommendations 5

Answer 7

Pay particular attention to your email management. Use value-based criteria to set deletion policies.
Consider selective archiving using automation, and ensure that the archive is optimized for search,
e-discovery and legal hold.

Question 8

Recommendations 6

Answer 8

Consider running automated metadata correction, de-duplication, and retention policy enforcement
across all of your content systems in order to remove redundant, out-of-date and trivial content, and to
improve search capabilities.

Question 9

Recommendations 7

Answer 9

If you have extensive image archives of scanned documents that are largely unsearchable, consider recapturing
them with modern OCR to create enhanced metadata and improve potential for analytics.

Question 10

Recommendations 8

Answer 10

Investigate day-forward automated classification, particularly for email, process archives and routine
inbound content. Consider using automation to simplify user filing accuracy, and in effect, automate
ongoing compliance.

Question 11

Quotes to Consider 1

Answer 11

Data management and governance gets high priority in our organization but content management
zero, mainly because the data management issues are urgent and take up all resources and
management attention.

Question 12

Quotes to Consider 2

Answer 12

One of the biggest issues is getting the business to classify what are the important documents the
business NEEDS for operating.

Question 13

Quotes to Consider 3

Answer 13

More is needed for us to improve our IG. Currently, too manual, lacking the technology and
knowledge to embrace electronic records management and IG.

Question 14

Quotes to Consider 4

Answer 14

Not enough is done about IG in the corporate world and poorly informed and trained personnel seem
to be responsible for designing and enforcing IG.

Question 15

Quotes to Consider 5

Answer 15

Timely topic, we are just beginning the journey of information governance.

Question 16

Quotes to Consider 6

Answer 16

I feel after this survey that we are moving forward.

Question 17

Quotes to Consider 7

Answer 17

The organization is just waking up to the issues and opportunities. The next 12 months will be
interesting!

Question 18

Quotes to Consider 8

Answer 18

Never happen unless higher management gets interested

Question 19

Quotes to Consider 9

Answer 19

The lines between records, information and data are becoming more blurred, which leads to
confusion and uncertainty.