Discussion Information Governance

CHAPTER 5 INFORMATION GOVERNANCE

Strategic Planning and Best Practices for IG ITS 833

Dr. Mia Simmons

Chapter Overview

■ This chapter will cover pages 53-69 in your book.

■ This chapter will cover how strategic planning plays a major

part in Information Governance with Executive Sponsorship

support

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Executive Sponsorship

■ Critical to project and programs to be successful

– Especially critical for Strategic Planning

– Leadership is needed to provide their high level goals, and

management is tasks with developing and executing strategic

plans

■ IG is truly a change management process

– Provided structure, influence change and provide rules &

guidelines.

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Crucial Executive Sponsor Role

■ Executive Sponsor

– High Level, required to pay attention to status of various

programs.

■ Serves Six Key Purposes

1. Budget – adequate financial commitment

2. Planning & Control – Sets direction

3. Decision Making – Make & approves decision

4. Expectation Management – Manage expectation of stakeholders

5. Anticipation – run interferences if needed by competing

resources

6. Approval – Sign off on milestones

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Evolving Role of the Executive Sponsor

■ Evolvement

– IG program will evolve overtime from initial funding to completion

of the IG program.

■ IG program must be Top Priority of the organization

– Aligned with organization objective

■ Executive Sponsor – Lighthouse

– PM is first mate

– Program Team is deck hands.

■ Executive Sponsorship must help the program along the

way to be successful.

– Spend time to keep the program running.

– Management must keep the program relevant until completion

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Building Your IG Team

■ Diversify your Team

– Have representatives from several departments

– Different level of skills and bring different viewpoints.

– Assist with Cross-Functional Training

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Assigning IG Team Roles & Responsibilities

■ Sponsor designates an IG PM

■ Risk mitigation plan develops risk reduction

options and tasks to reduce specified risks and

improve the odds for achieving business

objectives.

■ IG team must include a cross-functional group of

stakeholders from various departments, including

legal, records management, IT, and risk

management.

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Align Your IG Plan with Organizational Strategic Plans

■ IG plan must support the achievement of the

organization's business objectives and therefore

must be melded into the organizations overall

strategic plan.

■ IG plan should bring a standard approach across

the spectrum.

– Email policies, e-discovery policies, mobile

device policies, social media policies, cloud

collaboration

– Predictive Coding Technology in Early Case

Assessment

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Survey & Evaluate External Factors

■ Once your IG plan is aligned with your

Organizations Strategic plan and IT strategy

Analyze IT Trends

■ IT must support & monitor implementation process

■ Information & Communication Technology

– Helps with analyzing different trends especially

mobility, cloud computing, smart devices

– Evaluate supported files & document formats.

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Survey & Evaluate External Factors

Survey Business Conditions & Economic Environment

■ Change up strategic based on needs

– IG plan may need to be scaled back or scope

reduced.

– Implement with a smaller division first than

versus enterprise wide.

– Trends & conditions in the internal and external

business environmental must be included in

the IG strategic Plan

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Survey & Evaluate External Factors

Analyze Relevant Legal, Regulatory & Political Factors

■ Legal Requirements Trump all others

■ Laws & regulations relevant to your organization's

management and distribution of information in all

jurisdictions must be considered & included in the

IG strategic plan.

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Survey & Determine Industry Best Practices

■ IG Discipline

– Records management, governance, risk

management & compliance

■ 25 IG Practices

– Are covered throughout pages 61-65

– Outlining how IG is implemented and utilized

within organizations.

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Formulating the IG Strategic Plan

❖ Synthesize Gathered Information & Fuse it into IG

Strategy

■ Do not prolong the strategy development process

■ Develop IG strategies for every critical areas

– Legal Hold process

– E-discovery action plans

– Email Policy

– Mobile Computing policy

– IT acquisition strategy

– Confidential document handling

– Vital Records & disaster planning

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Formulating the IG Strategic Plan

❖ Develop Actionable Plans to Support

Organizational Goals & Objectives

– Fuse the findings of all your analyses of external & internal

factors into your IG strategies plan.

– Make sure you prioritize them.

❖ Create New IG Driving Programs to Support

Business goals & Objectives

– Create supporting subprograms to jump-start your IG program

effort. Smaller programs should be able to measure real results

based on metrics that are agreed on in advance.

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Formulating the IG Strategic Plan

❖ Draft the IG Strategic Plan & Gain Input from a

Broader Group of Stakeholders

– Once IG team in agreement, remember it’s a work in progress,

living document, that can be shared with broader group of

stakeholders

❖ Get Buy-in and Sign-off & Execute the Plan

– Take the final plan to executive management

– Receive their buy-in and sign-off

– Go do the work

– Provide steady updates to all key stakeholders.

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Chapter Summary ■ Engaged & vested executive sponsors are necessary for IG

program success.

■ Sponsor must be:

1. Directly tied to the success of the program

2. Fully engaged in and aware of the program

3. Actively eliminating barriers and resolving issues

■ IG Team must be cross-functional

■ IG Strategic plan must include an assessment of relevant

technology trends

■ Include Best practices review in your strategic plan. Most

relevant best practices in IG are those in your industry proven

by peers and competitors.

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Information Governance

Chapter 5

Complete Week 4 Objectives