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Information Governance: Maximizing Data Analytics for Effective Information Management

This information governance plan addresses the challenges of managing legacy content, daily operational information, and big data. It establishes roles, responsibilities, and rules for proper information management, and establishes an Information Governance Board (IGB) to oversee strategic asset management. Critical governance issues, flexible end-user experience, records management, metadata requirements, access and discoverability, information protection, and sustainability are addressed.

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Information Governance: Maximizing Data Analytics for Effective Information Management

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  1. Information Governance James Willson-Quayle 22 April 2015

  2. Information Management Spectrum • Enabler #2 Data Analytics Tool: • Auto Tagging • Auto Categorization • De-duplification • Content Management • Content Migration • Enabler #1 Information Governance: • Site/Document Ownership • Access / Permissions Sets • Default to Visibility/Access • Metadata Requirements • Site Provisioning • Document Library Size & Structure • Roles and Responsibilities • Storage Management • IGB • PRB and CCB

  3. Information Management & Governance Supporting Functions

  4. Information Governance Plan • Problem Statement: • Legacy content, growth of daily operational information, and new and anticipated big data are too much for one system, tool, individual or even single organization to manage. • Information currently “stove-piped”; access and discoverability difficult • Resources limited (time, staff, and money) • Partial Solution: Governance Plan • Set up Roles, Responsibilities, & Rules of the road • Monitor Compliance/Enforce Policy

  5. Information Governance Board & Charter #1 Key to Success: Creating the Proper Organizational Structure/Hierarchy • Creation of Info Governance Board (IGB) • Purpose: Manage info as strategic asset • Function: Single Governance Forum for IM, IT,IRM policy • Networks/infrastructure • IM/IT programs of records • PII, Identity Management, Security • IM/IT workforce capabilities and resource issues • Roles: • Principle membership: Major components • Adjunct membership: Secondary components • Together: Coordinating group at GS-15 level • Reports to Agency Head • Working Group • Legal • Security • Records • CIO/IT • End User Reps

  6. Address Critical Governance Issues # 2 Key to Success: Addressing Critical Issues Before They Become Problems Each organization has its own culture and dynamics, however some commonalities can be found: • Storage Location & Costs – where, and who pays? • Training • Communication Plan • Migration • Legacy content • Management of e-mails • Configuration changes • Customization changes • Monitoring success/failure via metrics • Linkage with other tools/systems

  7. Site Management # 3 Key to Success: Creating a Flexible Yet Uniform End User IM Experience • Site Owners • Site Administrators • Records/Content Owners • Structured Sites • Templates? • Project Sites • Team Sites • Workflow processes • Folder structure • Links/calendars/webparts • SharePoint Doc Libraries & MySite • Record Capture

  8. Records Management # 4 Key to Success: Get Into the RM Weeds • Record Type – Primary or other (i.e. FOIA) • Retention Policy • Record series #, subject identification, handling instructions, retention policy • Bucket schedule • Similar Records/Similar Retention/Flexible • i.e. 6 mos, 3 yrs, 7-10 years, 10 years, Permanent

  9. Metadata Requirements # 5 Key to Success: Planning for Access& Discoverability • Name* – auto • Title* – free text • Subject* – drop down • Retention* – drop down • Originator* - auto • Free Text • Caveats/Special Handling *Required Fields

  10. Caveats/Special Handling # 6 Key to Success: Plan for Protecting Information • PII • FOUO • GovOnly • LES • NOFORN • SSS • CUI • Proprietary • Financial Info • Contract Info • HIPAA • other

  11. Sustainability # 7 Key to Success: Maintaining the Eco-System Information Governance is a process, not an end-state. As people change, and processes and technology improve, InfoGov must be revised. Monitoring compliance, altering and enforcing policy when needed, and applying metrics to determine where improvements should be made, requires agency resources and a long term commitment.

  12. Questions???

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