[vc_row][vc_column][vc_column_text]Our organizations are experiencing unprecedented growth in the volume, complexity, and importance of information. This growth is so remarkable that it is outstripping our ability to properly govern and exploit information using traditional methods and technologies.
Information Governance (IG) is a new approach that is designed for this new reality and powered by new technologies that can intelligently automate key governance activities. IG ensures that we have the rules and infrastructure in place to minimize information risk, thus enabling us to put that information to work with clarity and confidence. However, successful IG depends upon ability to reduce reliance on our employees for the most critical IG tasks, thus freeing them to focus on their jobs. In this blog post, I will briefly address some of the common failings of traditional approaches and discuss how IG and automation can help.
Our experience has taught us that manual classification is often less than ten percent effective. Automated systems enable organization to use metadata to classify documents the moment they are created. Digital data is created quickly, shared widely, stored chaotically, and classified sporadically, creating a new set of challenges that traditional, manual approaches cannot address. Unlike paper static paper records, digital records quickly proliferate across all corners of the organization. Classification upon creation eliminates the marked inefficiency associated with post-creation audits and everyday document retrieval.
Improper (or Non-Existent) Cataloguing
Organizations need a uniform approach to storing information. Digital documents are an additional piece of the increasingly complicated IG puzzle. Not only are most companies in the dark about how much data they own, they are also inflating risk by retaining information that should have been disposed, making effective, accurate governance a near-impossibility. This is why IG is no longer merely a suggestion, but a necessity. Due to an inability to successfully implement a retention schedule effectively over physical and digital repositories many organizations do not defensibly delete documents. However, according to a recent Gartner report, 30 percent of an organization’s data is redundant, outdated or trivial (ROT) and 50 percent of data has an indeterminate value. And, despite the reduction in cost of digital storage, IT infrastructure costs on the whole continue to rise.
Confusing Retention and Destruction Schedules
Enforcing retention schedules uniformly across an enterprise’s digital data has become a near-impossibility using traditional approaches. Automation is an essential way to simplify compliance. Even simple techniques, like automating reminders and status updates about the eligibility of records for destruction can make a massive practical difference. Much of our information has little ongoing value, but due to both our ignorance about its status and our ability to defensibly implement our retention policies, we default to keeping it – indefinitely. This signals to parties both inside and outside of our organizations (like courts and regulators) that we do not take our record-keeping obligations seriously – or at least not seriously enough to even comply with our own policies.
A retention schedule is a vital component of any IG solution, as it provides an authoritative framework for getting rid of unnecessary information, which not only benefits legal compliance but also makes employee’s lives easier by enabling them to better access information that has real value to them. However, traditional, outdated retention schedules only serve to increase the likelihood that many documents (both paper and digital) will be neglected and disappear into the “black hole” of information that no one recalls or governs.
Leading organizations realize that automated IG approaches are the way forward, as automation enables those organizations to pragmatically reduce risk and increase value related to their information assets. Put simply, automatic, user-friendly, and collaborative IG approaches empower organizations to simplify and govern information environments that have become dangerously disorganized and overwhelmingly complex.[/vc_column_text][styledbox type=”general_shaded” icon_color=”#cecece”][vc_column_inner width=”1/1″][vc_column_text]
Robert Hamilton, Global Vice President of Information Governance & Records at Recall
Rob Hamilton is the Global Vice President of Information Governance & Records at Recall. Rob joined the Brambles family of companies in 1998, when he accepted a role in Customer Service for CHEP, Recall’s sister company. Rob joined the Recall team in 2009 as Global Director of Contract Compliance. Rob is international business leader who has worked in China. He holds a MBA from Pepperdine University’s Graziadio School of Business and Management in Leadership & Managing Organizational Change and an undergraduate degree in Marketing from Miami University’s Farmer School of Business.[/vc_column_text][/vc_column_inner][/styledbox][/vc_column][/vc_row]