information governance -- necessary evil or a bridge to the future?

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Information GovernanceNecessary Evil or a Bridge to the Future?

John Mancini, President, AIIM@jmancini77

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‣ What AIIM does:

• We build information management roadmaps to help organizations turn Information Chaos into Information Opportunity.

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‣ 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.

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How the world is changingOld paradigms are being stretched to the breaking point

How we usually think about governanceIt’s not just about what you keep

How should we respond?Building an action plan for the next 2-3 years

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The opportunity

Information is the world’s

new currency

The opportunity

“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

But amidst this opportunity, these are the kinds of things we hear…

The reality

“Our file servers are out of control and no one can find anything.”

The reality

“Information is leaking out of the organization at every turn via devices that weren’t even invented when we put our systems in place.”

The reality

“The volume of ‘stuff’ we are trying to manage is rapidly spinning out of control.”

The reality

“Maximizing our SharePoint investment is proving more difficult than we thought.”

The reality

“Every time I turn around, ‘the business’ has implemented some new application that we didn’t even know about in IT.”

The reality

“As the CEO, I can’t believe we are not getting more value out of the money we spend on technology.”

Welcome to the era of information chaos.

How did we wind up here?

Consumerization is transforming what users expect from applications and how we deliver them.

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The four drivers of consumerization

A computer An internet connection

A programming language and SDK

A friction free distribution platform

Forrester, James McQuivey, Digital Disruption

Cloud and mobile are creating an expectation of anywhere, anytime access.

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“82 billion apps will be downloaded worldwide in 2013, and by 2017 there will be more than 200 billion downloads per year.”PORTIO RESEARCH

“IT cost savings and speedier deployment are but a brief prelude to the main story. It’s only the first 10 percent. The remaining 90 percent is what happens to the business itself.” JOE MCKENDRICK, FORBES

“In 45 seconds, you can go from never having heard a song to owning it. This is the era of collapsing purchase cycles.”AIIM ELC MEETING

“Global mobile transactions predicted to be US$241 billion in 2011 growing to more than $1 trillion by 2015.” YANKEE GROUP

The future is flat and agile, not hierarchical and slow.

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Gallup: State of the American Workplace

Managing information chaos—managing the volume, variety and velocity of information and content created by these three disrupters—is the business challenge of the next decade.

Mancini’s 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

Mancini’s 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

Mancini’s 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

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How the world is changingOld paradigms are being stretched to the breaking point

How we usually think about governanceIt’s not just about what you keep

How should we respond?Building an action plan for the next 2-3 years

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We must acknowledge the reality of “governance” in most organizations…

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80%of infrastructure is used to support duplicative data.

Source: McKinsey Global Institute

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75%of IT budget is used for infrastructure maintenance.

Source: Gartner

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$18,000 = eDiscovery cost for 1GB of dataSource: RAND study on eDiscovery, 2012

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‣ 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)

Original Reference: Presentation by Jason R. Baron, Drinker Biddle & Reath LLP, at AIIM14Jason’s 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 We’ve Only Just Begun…

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Source: IDC’s Digital Universe Study, sponsored by EMC, June 2011

The Storage Paradox

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How the world is changingOld paradigms are being stretched to the breaking point

How we usually think about governanceIt’s not just about what you keep

How should we respond?Building an action plan for the next 2-3 years

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What the C-Suite Hears When We Say “Governance”

It’s good for you.It’s the right thing

to do.It will keep you out

of jail.You should do it.

We must clearly and simply define governance…

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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?

We must address cloud concerns straight on…

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‣ 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

Source: Else Khoury, Manager, Information Management Services/Freedom of Information and Privacy Coordinator, Niagara Region at AIIM14

We must understand why we have become information hoarders…

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‣ 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

Source: Richard Medina, Doculabs, at AIIM14

The Methods to Attack the ProblemNick Inglis has it right…The File Room

Method

Look at all informatio

n

Identify what

needs to be

retained

The Delegate Method

Everyone looks at

their informatio

n

Identify what

needs to be

retained

The Keep It All Method

Don’t identify

what needs to

be retained

Keep everything

, indefinitel

y

Records Categorizatio

n Method

Leverage classificati

on for records

identification

Auto identify

what is a Record

Advanced Computing Methods

Software looks at all informatio

n

Software IDs

records or what is to

be retained

Not feasible Not workingToo much risk Maybe Maybe

Information Categorizatio

n Method

Leverage classificati

on for retention

identification

Auto identify

what needs to

be retainedMaybe

Source: Nick Inglis, Optismo, at AIIM14

We must speak about governance in terms the business understands…

INFORMATION CHAOSINFORMATION OPPORTUNITY

BUSINESS BENEFIT

Mobile means information leaking everywhere

Governance occurs regardless of device

Employees and customers work on their own device

Systems of Engagement and Record misaligned

End-to-end process synchronization

Processes transparent to customers

Information coming faster than it can be digested

Analytics automatically categorizes and disposes

Static information now at rest put into motion

The “business” circumvents IT

IT spend aligned with opportunities

A new business/IT alignment

More silos than ever—and new ones in the cloud

Governance occurs regardless of location

It doesn’t matter where information “lives”

We’re spending too much on technology

Cloud opportunities to save on legacy

IT shifts from a cost center

to value creator

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‣VALUE

‣COST

‣RISK

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Information GovernanceNecessary Evil or a Bridge to the Future?AIIM -- information roadmaps for the future.

Free e-book for attendees – AIIM.org/infochaos

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