Download - Learning From IG Experts In Healthcare & Beyond: How To Start An Information Governance Program
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© 2017 © 2017
How to Start an Information Governance Program
Nick Inglis
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Overview 1. What is Information
Governance? – Let’s make sure we’re on
the same page 2. Exploring the current state
– What’s working and what isn’t, overall
3. Start with a meaningful problem – How to analyze your
organization’s challenges 4. Quick win to build support
– Start with an early “win” to gain new support
5. Leverage a model, build out in sections – Find the model that works
for you, start small, grow
6. Lining Up The AHIMA & Information Coalition Models – Great models make sense
in light of one another 7. Build towards the future…
– …understand the past.
2
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Nick Inglis, CIP, IGP
[email protected] @nickinglis
Nick Inglis is President of Information Coalition, Co-Founder of The Information Governance Conference, and CEO of Optismo. Inglis is the author of the AIIM SharePoint Governance Toolkit and creator of the Information Governance Model. He is a contributor to U.S. News & World Report, Yahoo! Finance, the AIIM Expert Blog, and many others. He is continually giving back to the information management community through his work with Optismo, the Information Governance Conference, as well as both AIIM and ARMA. Nick is also the Co-Creator of the ARMA Information Governance Professional (IGP) educational course. When not adding to his collection of certificates and certifications (CIP, IGP, SharePointm, BPMm, E2.0m, ECMm, ERMm, IMCP), he is likely spending time with his son, Conor Atom.
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What Is Information Governance?
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“Information governance is the specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals.” - Debra Logan, Gartner
http://blogs.gartner.com/debra_logan/2010/01/11/what-is-information-governance-and-why-is-it-so-hard/
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"Information Governance is all the rules, regulations, legislation, standards and policies with which organizations need to comply when they create, share and use information.” -Chris Walker
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“Information Governance is the overarching and coordinating strategy for all organizational information. It establishes the authorities, supports, processes, capabilities, structures, and infrastructure to enable information to be a useful asset and reduced liability to an organization, based on that organization’s specific business requirements and risk tolerance.” - Information Coalition
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Reducing Information Risk & Increasing Information Value
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Information Governance is…
Information Governance
Information Risk
Information Value
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Non-Financial - Intrinsic Value - Business Value - Performance Value Financial - Cost Value - Economic Value - Market Value
Legal Risk Financial Risk Reputation Risk Operational Risk Environmental Risk Va
lue:
Risk:
Risk Points: Victoria L. Lemieux, http://www.arma.org/bookstore/files/Lemieux.pdf Value Points: Doug Laney, http://searchcio.techtarget.com/feature/Six-ways-to-measure-the-value-of-your-information-assets
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What Are We Trying To Achieve?
• Reduce Risk • Ensure Compliance • Maintain Security • Retain Properly • Dispose Consistently • Etc.
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Risk vs. Value
OR
Risk + Value
• Risk vs. Value
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Exploring The Current State
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The Imbalance of Risk & Value
Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
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The Imbalance of Risk & Value
Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
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The Imbalance of Risk & Value
Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
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Our Disempowered Employees
Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
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We Don’t Know What’s Working (because we’re not measuring)
Source: “Information Strategy 2017: Our 15 Findings On The Current State Of Information”, Research, Information Coalition.
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Start With A Meaningful Problem
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What Is Your Meaningful Problem?
• Start with an organizational assessment
• Identify areas of weakness • Ensure consensus on
meaningful problem • Work To Solve Problem In Light
of a Model or Framework
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Start With An Organizational Assessment
• Leverage an assessment model or methodology – We suggest our Enterprise
Information Management Maturity Model (EIM3)
– Many others exist
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Enterprise Information Management Maturity Model (EIM3)
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Identify Areas of Weakness
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Ensure Consensus on Meaningful Problem
• Validate your results • Ask stakeholders for consensus
on whether it is a meaningful issue
• Ensure that the perception matches your findings as you’ll need positive perception later when you solve the problem
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Work To Solve The Problem In The Context of a Model or Framework
• More on this point in a bit…
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Quick Win To Build Support
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Quick Win To Build Support
• Results-based • Build consensus • Floodgates for progress
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Results-Based
• You need metrics to back up a positive change
• Measure prior to making changes
• Measure after completing changes
• Translate results into tangible and intangible benefits
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Build Consensus
• Spend additional time to ensure everyone understands defined goal of project
• Ensure all stakeholder’s concerns have been addressed
• Ensure project can meet goals
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Leverage change management precepts
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Leverage A Model, Build Out In Sections
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Leverage A Model, Build Out In Sections
• Leverage A Model – ARMA – EDRM – AHIMA – Information Coalition
• Pick A Spot • Build Out In Sections
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Leverage A Model: ARMA
https://projectmanagementforecm.wordpress.com/2011/09/15/ramp-up-your-records-management-program-with-garp/
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Leverage A Model: EDRM’s Information Governance Reference Model
http://www.edrm.net/projects/igrm
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Leverage A Model: AHIMA Information Governance Adoption Model (IGAM)
http://journal.ahima.org/2016/05/26/the-importance-of-data-stewards-in-information-governance/ahima-information-governance-adoption-model-competencies/
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Leverage A Model: Information Coalition’s Information Governance Model
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Pick A Spot To Start
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Build Out In Sections
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Lining Up The AHIMA & Information Coalition Models
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AHIMA Information Governance Adoption Model (IGAM)
http://journal.ahima.org/2016/05/26/the-importance-of-data-stewards-in-information-governance/ahima-information-governance-adoption-model-competencies/
IG Structure Strategic Alignment
Privacy & Security
Legal & Regulatory
Data Governance
IT Governance
Analytics IG Performance
Enterprise Info
Management Awareness & Adherence
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Information Coalition’s Information Governance Model
Authorities
Information Governance Leader
Business/Organization
Legal/Compliance
Records & Information
Management
Privacy/Security
IT
Supports
Change Management
Communication
Organizational Learning/Training
Standards/Best Practices
Help Desk/FAQs
Project Management
Processes
Metrics
Policies
Procedures
Rules
Roles
Accountability
Capabilities
Access
Information Lifecycle • Capture • Collaborate • Version Control • Retention/Storage • Holds/eDiscovery • Disposal/Archiving
Search
Protection
Structures
Information Architecture
Taxonomy
Metadata
Formats
Protocols
Technology Architecture
Infrastructure
Applications & Software
APIs / Web Services
Networks & Connectivity
Hosting / Cloud
Hardware
Security
SLAs & Licensing
Performance
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IG Structure Strategic Alignment
Privacy & Security
Legal & Regulatory
Data Governance
IT Governance Analytics
IG Performance
Enterprise Info
Management Awareness & Adherence
Authorities
Information Governance Leader
Business/Organization
Legal/Compliance
Records & Information
Management
Privacy/Security
IT
Supports
Change Management
Communication
Organizational Learning/Training
Standards/Best Practices
Help Desk/FAQs
Project Management
Processes
Metrics
Policies
Procedures
Rules
Roles
Accountability
Capabilities
Access
Information Lifecycle • Capture
• Collaborate • Version Control
• Retention/Storage • Holds/eDiscovery • Disposal/Archiving
Search
Protection
Structures
Information Architecture
Taxonomy
Metadata
Formats
Protocols
Technology Architecture
Infrastructure
Applications & Software
APIs / Web Services
Networks & Connectivity
Hosting / Cloud
Hardware
Security
SLAs & Licensing
Performance
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IG Structure Strategic Alignment
Privacy & Security
Legal & Regulatory
Data Governance
IT Governance Analytics
IG Performance
Enterprise Info
Management Awareness & Adherence
Authorities
Information Governance Leader
Business/Organization
Legal/Compliance
Records & Information
Management
Privacy/Security
IT
Supports
Change Management
Communication
Organizational Learning/Training
Standards/Best Practices
Help Desk/FAQs
Project Management
Processes
Metrics
Policies
Procedures
Rules
Roles
Accountability
Capabilities
Access
Information Lifecycle • Capture
• Collaborate • Version Control
• Retention/Storage • Holds/eDiscovery • Disposal/Archiving
Search
Protection
Structures
Information Architecture
Taxonomy
Metadata
Formats
Protocols
Technology Architecture
Infrastructure
Applications & Software
APIs / Web Services
Networks & Connectivity
Hosting / Cloud
Hardware
Security
SLAs & Licensing
Performance
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Build Towards The Future… …Understand The Past
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Why Does The Records & Information Function Exist Within Your Organization?
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Back To Basics Simpler 0mes…
As we were approaching capacity in this model, we were bailed out…
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Avoiding Capacity Through Technology
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Iden0fying Records
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Iden0fying Records
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Iden0fying Records
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Disposing Of Records
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Disposing Of Records
Is Records & Informa0on Management
reducing organiza0onal risk?
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Wipe The Slate Clean?
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What Were We Trying To Achieve?
• Reduce Risk • Ensure Compliance • Maintain Security • Retain Properly • Dispose Consistently • Etc.
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The Methods
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 Method
Don’t identify what needs to
be retained
Keep everything, indefinitely
Records Categorization
Method
Leverage classification for
records identification
Automatically identify what is
a Record
Advanced Computing Methods
Software looks at all
information
Software identifies what is a record or what
needs to be retained
Not feasible Not working Too much risk Maybe Maybe
Information Categorization
Method
Leverage classification for
retention identification
Automatically identify what needs to be
retained
Maybe
The File Room Method
The Delegate Method
The Keep It All Method
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Records Categorization Method
• Develop Classification Scheme To Support Records Identification
• Identify Records By Upload Location, Folder, Content Type, Metadata, etc.
• Focus On Declaration Through Categorization
Uploaded To Marketing Library Metadata Added: “Contract”
What Is It? It’s A Record (Contracts Retention Bucket)
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• Potential Negatives – Accuracy Of User Metadata – Developing Rules Is A Project – Supporting Technology
Records Categorization Method
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Information Categorization Method
• Forget “Records” • Focus On “Retention” • Consistency Across All Information • Identify Content Based On Categorization
Uploaded To Marketing Library Metadata Added: “Contract”
What Is It? A Marketing Contract.
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• Potential Negatives – Accuracy Of User Metadata – Developing Rules Is A Project – Supporting Technology
Information Categorization Method
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Advanced Computing Methods
• Analytics Based Records Identification: – Develop Records
Identification Rules – Identification Through
Analytics – Develop Categorized
Disposition Rules – Disposition Through
Analytics
• Analytics Based Retention Identification: – Develop Information
Retention Identification Rules
– Identification Through Analytics
– Develop Disposition Rules – Disposition Through
Analytics
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• Potential Negatives – Analytics Accuracy (Computer) Vs. Delegated
Declaration Accuracy (Humans) – Cost – Start Of Every Apocalyptic Movie Ever
Created – Integration With Existing Enterprise Systems
Advanced Computing Methods
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Paving The Way Forward
• You have to choose a viable model – “File Room”, “Delegate”, & “Keep It All” are
unlikely to be viable for your organization
• Which model will serve your organization’s goals?
• Which model will remain a viable option into the future?
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Choose Your Own Adventure
Which Method Will You Choose?
Advanced Computing
Records Categorization
Information Categorization
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Why Does The Records & Information Function Exist Within Your Organization?
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(That’s why we get paid)
Records & Information Managers Exist To
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What Were We Trying To Achieve?
• Reduce Risk • Ensure Compliance • Maintain Security • Retain Properly • Dispose Consistently • Etc.
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The future is already here.
It requires solid information architecture.
It requires WORK.
It requires a comprehensive understanding of your organization’s information.
It requires knowledge of how to classify that information with no room for non-categorized information.
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Technology that analyzes content and automatically categorizes it based on rules that (generally) your organization must establish. The Future Is Here: Content Analytics, Big Data, Natural Language Processing, etc.
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Leveraging workflow rules to automatically categorize content based on rules that your organization must establish.
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All Information
Group A
Sub-group A1
Sub-group A2
Group B
Sub-group B1
Sub-group B2
Group C Sub-group C1
- Find points of differentiation - Leverage metadata and
information location
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They are the rules keeper They focus on retention They focus on reducing organizational risk They are strategic and coordinate with multiple disciplines
…they enable Information Governance.
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Questions
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Become an AHIMA Member Today!
To learn more about becoming a member of AHIMA, please visit our website at
ahima.org/membership to Join Now!
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AHIMA Webinars
Visit our Web site ahimastore.org for information on the 2016 seminar schedule.
While online, you can also register for webinars or web replays of past and future
webinars.
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Thank You For Joining Us Today!
Remember visit the AHIMA Webinars Web site to complete your evaluation form and receive your CE Certificate online at:
ahima.org/ContinuingEd/Audio/2016seminars.aspx
Each person seeking CE credit must complete the mandatory self-assessment which can be found in the appendix of the resource materials, as well as complete the sign-in form and evaluation to view and print their CE certificate
Certificates will be awarded for AHIMA Continuing Education Credit
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Terms of Use If you do not accept and abide by this Agreement, you may not download, access, or attend AHIMA audio seminars or webinars. Nothing in this Agreement shall be deemed to confer any third party rights or benefits.
Description of Service. AHIMA audio seminars and webinars are live or recorded events available via phone, Web, download, or Audio CD at a fee. AHIMA (American Health Information Management Association) reserves the right to modify, suspend or discontinue the product with or without notice at any time and without any liability to you. An executed registration or order form constitutes binding agreement between the parties.
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If a registrant needs the ability to share audio seminar or webinar content outside his or her single office or facility, a multiple registration license is required. Unauthorized sharing of AHIMA audio seminar and webinar content through the sharing of user names and passwords or via alternative media (including, but not limited to iPod, CD-ROM and Flash Drive) through the sharing of said media, or via patching phone lines is restricted by law and may subject the copyright infringer to substantial civil damages. AHIMA reserves the right to refuse service to anyone at any time without notice for any reason. AHIMA audio seminar and webinar content may be available for licensed use for larger organizations and other uses under separate licensing arrangements made through AHIMA’s business development team. You agree not to sell, reproduce, distribute, modify, display, publicly perform, prepare derivative works based on, or otherwise use, the AHIMA Programs in any way for any public or commercial purpose. Except as specifically agreed to by the parties in writing, you may not distribute, license, transfer or assign the AHIMA programs to any 3rd party.
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Terms of Use (Continued) Intellectual Property Rights. You acknowledge that AHIMA owns all right, title and interest in and to the Product content, except where stated otherwise, including without limitation all intellectual property rights (the "AHIMA Rights") specific to content, and such AHIMA Rights are protected by U.S. and international intellectual property laws. Accordingly, you agree that you will not copy, reproduce, alter, modify, or create derivative works from the Service. Disclaimers. AHIMA programs and services are provided on an "as is" and "as available" basis, with all faults. Neither AHIMA nor any person associated with AHIMA makes any warranty or representation with respect to the quality, accuracy or availability of the AHIMA programs or programs and services. Except as expressly stated herein, AHIMA disclaims all warranties, conditions, representations, indemnities and guarantees with respect to the AHIMA programs and programs and services, all components thereof whether express or implied, arising by law, custom or prior oral or written statements made by AHIMA, its representatives, third parties or otherwise, including but not limited to, the warranties or merchantability and fitness for a particular purpose. Further, the warranties stated above will not apply to the extent that there has been (A) use of the AHIMA programs in a manner for which it was not intended; or (B) modification of the AHIMA programs by anyone other than AHIMA. AHIMA does not warrant uninterrupted or error-free operation of the AHIMA programs, that AHIMA will correct all defects or that installation or operation of the AHIMA programs will not affect other software of systems of the user. Limitation of Liability. Except with respect to obligations under the indemnification section of this agreement, neither party will not be liable for any consequential, exemplary, incidental, indirect, or special damages or costs including, but not limited to, lost profits or loss of goodwill, resulting from any claim or cause of action based upon breach of warranty, breach of contract, negligence, strict liability, product liability, or any other legal theory, even if advised or should have known of the possibility thereof. Each party’s maximum liability for direct damages is limited to the total fees paid and payable to AHIMA under this agreement during the then current term during which the incident that gave rise to the claim occurred.
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Terms of Use
AHIMA audio seminars and webinars are made available to you for personal or single office (e.g. a conference room) use only and may not be rebroadcast, retransmitted, shared or disseminated without the express written permission of AHIMA. The full disclosure of AHIMA’s Audio Seminar/Webinar Terms of Use Agreement is located in the resource book and can also be found online at campus.ahima.org/audio/termsofuse.html. By accessing, purchasing, or registering for any AHIMA audio seminar or webinar, you agree to the terms and conditions outlined in the AHIMA Audio Seminar/Webinar Terms of Use Agreement.
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Faculty Disclosure/Disclaimer
All faculty participating in Continuing Education programs provided by AHIMA are expected to disclose to the audience any real or apparent commercial financial affiliations related to their presentations and materials.
This presentation is designed to provide accurate and authoritative information in regard to the subject matter covered. The information includes both reporting and interpretation of materials in various publications, as well as interpretation of policies of various organizations. This information is subject to individual interpretation and to changes over time.
Note that the presenters are not providing or offering legal advice, but rather practical and useful information and tools.
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