Standing Up A Holistic And World Class Information Governance Program
0 likes24 views
The document outlines best practices for establishing a modern information governance (IG) program, focusing on building strategies, fostering collaboration, and effectively presenting plans to leadership. It emphasizes the importance of a holistic approach to IG, simplifying retention challenges while ensuring compliance with new privacy laws. Common pitfalls in implementing IG initiatives are also discussed, alongside the value of relationships and communication in driving success.
Standing Up A Holistic And World Class Information Governance Program
- 1. Standing Up A Holistic And World Class Information Governance Program Rafael Moscatel, CRM, IGP Managing Director, Compliance & Privacy Partners LLC www.CAPP-LLC.com Rafael@capp-llc.com @Rafael_Moscatel
- 2. Agenda In this session, we’ll cover best practices to build, execute, and deploy a modern IG program including: / How to build and automate your Information Governance strategy using the right policies, technology, and stakeholders / How to recognize the right collaboration opportunities and strategically partner on the projects most likely to support and advance your agenda / What approaches to take when introducing your plans to senior leadership and how to effectively manage the optics around your contributions to your company’s bottom line
- 3. A holistic approach to IG LESS IS MORE GAPS ARE OPPORTUNITIES Help reshape the optics around a problem by encouraging colleagues to help build a better future state instead of harping on old pain points and finger pointing. RELATIONSHIPS MATTER Focus on facilitating environments and spirited organic discussions that support IG dialogue and help determine consensus. An effective Information Governance framework must aim to mitigate risks related to records retention, legal holds, privacy and other challenges with clear, digestible policies and well defined initiatives.
- 4. Less is more “It is not important to make many pictures, but that I have one picture right.” -Piet Mondrian When employees are inundated with information in both their professional and personal lives, less is often a more effective strategy…
- 5. Measured program cadence ASSESSMENT & PLAN YEAR 1 BUILD TEAM & EXPERTISE YEARS 1 -2 YEARS 2-3 POLICY & ASSURANCE YEARS 2-3 INTEGRATED GOVERNANCE ▪ Analysis and Roadmap ▪ Org Realignment ▪ Roadshows ▪ InfoGov Committee ▪ Compliance Manager ▪ Litigation Support Manager ▪ Records Analysts ▪ Records Coordinators ▪ Retention Policy ▪ Retention Schedule ▪ Privacy Policy ▪ Training and Awareness ▪ Compliance Review ▪ Technology Push ▪ Upgrades & AI Integration ▪ IT Collaboration
- 6. Big buckets The Big Bucket strategy is leveraged to simplify retention challenges while meeting business, compliance and legal obligations. Yet new privacy laws are increasing pressure on retention managers to not only better retain records but also defensibly destroy them. Field Records Customer Records Common Records Finance Government & Community Relations Human Resources Information Technology Legal & Compliance Marketing Operations Product Sales
- 7. Common pitfalls Third party / cloud software retention: Capabilities are still limited but don’t lose control over your records Sticky granularity: Balance regulatory frameworks and obligations with program priorities, risk appetite and board level expectations Rushing game: IG isn’t a race, it’s a journey Indecisiveness: May or may not be your problem (wishy/washy) Overcommitting: Under promise, over deliver – manage expectations
- 8. Develop: a practical roadmap with tangible milestones Implement: simple and easy to follow policies Apply: big bucket retention schedules Is less more?
- 9. Gaps are opportunities “A funny thing happened on the road to Albuquerque.” After the first World War, a young GI hopped a train to Boston from California. In a twist of fate, he was thrown from the train outside of Albuquerque. He never quite made it home, but he sure did make a fortune…
- 10. Discovering opportunities in the EDRM model
- 11. Cloud based solutions like Legal Hold Pro from Zapproved provide organizations with an opportunity to enhance technology and refine best practices. Legal holds and data preservation software example ✓ Issue litigation holds and custodian questionnaires ✓ Track custodian compliance ✓ Trigger data collection of custodians ✓ Built-in metric tracking/reporting Why does it matter? ✓ Improves defensibility ✓ Efficient ✓ One system for all team members Automating legal holds (example)
- 12. Common pitfalls Gathering requirements: Don’t expect software vendors to know your environment better than your own people Migrations from hell: Lift and shift, shared drives, SharePoint Retention event triggers: Consider feasibility, impact to metadata No silver bullets: Even the most successful implementations need quality assurance and monitoring
- 13. Find: critical compliance or legal processes in need Identify: a toolset that is efficient and defensible Market: cost and risk mitigation benefits Fill the gaps
- 14. Relationships matter A lesson from the 1952 Seattle Chieftains It’s a shame the Seattle sportswriter, Jack Gordon, isn’t around anymore to tell his tale about those 1952 Chieftains…
- 15. Source: documentmedia.com Who is your IG strategy leader? Information Governance programs enable organizations to leverage their best minds and resources to make effective decisions, mitigate significant risks and protect vital assets. But this relatively new cross-functional discipline is built on relationships and communication.
- 16. Know your business partners INTERNAL AUDIT COMPLIANCE FINANCE / TAX INFORMATION TECHNOLOGY SERVICE OPERATIONS OFFICE OF THE GC COMMUNICATIONS PROJECT MANAGEMENT
- 17. Common pitfalls Undervaluing: the importance of marketing your message and change management resources Underestimating: your organizations aptitude for understanding key concepts around IG
- 18. Build: relationships with IT, risk, legal, compliance Plant: seeds and be the gardener not the flower Nurture: the right talent to execute the vision Value your relationships
- 19. CONTACT US TODAY TO LEARN MORE 323-413-7432