Right-Size the Information Governance Program Adjust the information governance effort to match the type and amount of information to be managed. Info-Tech's products and services combine actionable insight and relevant advice with ready-to-use tools and templates that cover the full spectrum of IT concerns.© 1997 - 2014 Info-Tech Research Group

Introduction Govern your documents as assets. Match your time investment to the value of that asset. Reassess the governance plan based on future information requirements. This Research Is Designed For: This Research Will Help You: CIOs that must respond to regulator requests for information governance program details. IT departments looking to bootstrap an information governance program. IT steering committees looking to implement a holistic governance plan to support business information usage. IT professionals in IT regulated industries such as health care, insurance, finance, and the public sector. IT managers who are concerned about managing information growth, acceptable use, and appropriate custodianship of IT assets such as backup tapes. Understand the best practices surrounding policies and processes in Information Governance. Build the basic documents and policies to start an information governance program. Survey the information usage and sources to determine the critical information sources that need to be governed. Determine where to start the implementation of the information governance program.

Executive Summary Right-size the information governance effort to match the type and amount of information that needs to be managed. Recognize that a lack of Information Governance (IG) will threaten and undermine IT projects that use information. All IT projects use information! All organizations need to govern some of their information. This need could be around employee records, customer records, or customer deliverables. The most important driver of the information governance program is your risk profile; if it is small, build standard templates and move on to information organization to maximize the value of the information that you have. Take advantage of the steering documents for collaboration, acceptable use policies, and HR policies to build the higher level information governance document. Re-evaluate the information governance program to ensure your effort matches your risk and is increasing the value of your information assets. Information governance is a part of all business initiatives: Any organization that maintains a website, has a collaboration initiative, or uses analytics outside of an enterprise application (i.e. Excel) should have policies to govern use and communication of information. 2. Poor information governance is a drag on productivity: The speed with which content is growing reduces findability of knowledge within the organization and reduces the predictability of storage growth. The use of cloud-based applications and BYOD require IG to protect the organization: The lack of a formal set of policies and review processes expose organizations to unnecessary risk and a variety of information storage and recovery issues. Info-Tech Insight

Follow Info-Tech’s Information Governance roadmap Info-Tech offers a variety of resources. This set will address how to develop and deploy an Information Governance Plan. WCO: Risk Management Information Gov. Storage Mgmt. Right-Size the Information Governance Program Catch the Microsoft Office 2013 Productivity Wave Productivity A Move Email to the Cloud Implement an Email and Content Archive Solution Reintroduce the Information Lifecycle to the Content Management Strategy Two Days to an Annual Storage Strategy Develop a Backup Software Strategy eDiscovery: Ease Compliance through Repeatable Process Find Information in the Enterprise

Five steps to an information governance program Build information governance documents Link IG to business goals Identify critical information sources Implement IG Optimize and maintain your IG framework Select your "baseline" IG framework Survey the ongoing business initiatives Build a registry of information sources Build a backlog of potential IG projects Build out the IGL council Build your policy library Map information sources to those initiatives Create a risk scorecard Choose a starting project Hold a retrospective on implementation Build an IG steering committee Gather details on key information sources Create a value scorecard Determine the type of project needed Re-evaluate value and effort of IG backlog Prioritize sources based on risk and value Build an action plan Plan IG related technical projects This symbol signifies when you’ve reached a Guided Implementation point in your project. Communicate with stakeholders Build a timeline of IG projects

Guided Implementation points in the Information Governance project Book a Guided Implementation Today: Info-Tech is just a phone call away and can assist you with your project. Our expert Analysts can guide you to successful project completion. Here are the suggested Guided Implementation points in the Information Governance project: GI 1: Validate the information governance framework Confirm the Information Governance framework and the policy documents that support that framework. GI 2: Review the information governance implementation plan Move from policy to governed information by choosing the right information sources based on their value. This symbol signifies when you’ve reached a Guided Implementation point in your project. GI 3: Start with a single information source Review the decisions that led to your choice to ensure that they represent best practices and you understand the challenges. To enroll, send an email to GuidedImplementations@InfoTech.com or call 1-888-670-8889 and ask for the Guided Implementation Coordinator. GI 4: Review the information governance program plan Understand the best practices and review your plan for moving from IG projects to a long-term program. GI 5: Identify gaps and next steps Move forward by identifying the technology options and evaluate the portfolio that supports your information governance strategy.

Break information governance into manageable projects Start with policy, then apply the policies to information sources based on value to the business. Information risk and value Project 1: Enterprise-wide policies Use, access, and storage Archiving can be the driver for better governance but it cannot replace governance. Information organization Project 2: Build a taxonomy The key to controlling growth is translating governance policies into management practices Specific risk mitigation, findability Archiving requires rules and policies for both enterprise-wide rules and managing exceptions to the rule. Is specific content valuable enough to keep? Archiving Project 3: Disposition, growth control Storage management Project 4: Enterprise-wide storage control through deletion

Select an appropriate information governance framework An overview of information governance. Selecting your baseline information governance framework. Building a policy library. Structuring the information governance steering committee. Select an appropriate information governance framework Create and prioritize the business initiative backlog Identify and profile crucial information sources Plan the implementation of IG on selected information sources Make your IG framework a sustained discipline

Select an appropriate information governance framework Step 1 Immediate outcomes of this step Key benefits After completing this step you will have: A completed information governance framework. A charter for the governance committees. A draft of the acceptable use policy and communication of information policy. A draft of the retention and disposition policy. These activities will enable you to: Understand how to proceed with your information governance program. Start evaluating ongoing business initiatives for potential changes. Actions in this step 1.1 Overview of information governance 1.2 Select your “baseline” IG framework 1.3 Build your policy library 1.4 Build the IG steering committee

Content is exploding in all directions and most of it is garbage 1.1 Content is exploding in all directions and most of it is garbage IT can only control the explosion if it builds a holistic framework based on information use rather than content type. Twitter videos Podcasts blogs Evernote forums IM tablets Web SaaS UAAs email Cloud Explosive multi-directional content, has low value End-user generated content across these types of documents is generally of low value to the enterprise as a whole. Storing and managing this information is costly and not sustainable long term. Focused, consolidated information, has potential value The important information is the analysis and customer-facing deliverables that are generated using the short-lived materials. The only way to separate valuable content from garbage is to govern all content as a asset that has a potential value and an expiration date.

1.1 Understand how organizational needs meet with the new information reality Each of these drivers comes from a desire to maximize movement through the zones. Other This driver is about productivity. The key concern is movement between personal stores and enterprise content. Business Efficiency IT Efficiency This driver is about simplicity. The fewer different systems that IT has to maintain, the better the level of service, and the lower the costs will be to the enterprise. System of interaction The key concern is visibility. The need for clear rules and governance around what content do we need to maintain. System of record Risk Mitigation

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