Capgemeni, in its recent article, Some Information Governance Deliverables are Unpredictable. It’s a good read, what I liked about it is that is covered some of the nitty-gritty of information governance, not just the typical ‘steps’ so to speak that everyone else has documented.
Ralph Teschner, the author, discusses the roadmap for information governance, but also what takes place each step of the way, which I always find useful as it illustrates it was well thought out. What I am interested in, of course is unstructured and semi-structured content and its role in the information governance process. Mr. Teschner explained it very well, ‘Take the example of your Business Glossary. Your organization probably has a number of product data standards already, e.g. definitions for “Product”, “Item”, “Range”, “Product Status”, “Group”, “Type”, “Segment”, “Family” etc., or a product hierarchy, or a classification standard. But they might be kept in different locations, poorly documented, sometimes even with unknown definition owners.
In this example, even the Business doesn’t know at the start of your IG program which definitions are still missing or need to be harmonized, where the issues are in the Product hierarchy, and what values in the classification standard are out of date. And nobody would dare to venture a solid estimate of how long it might take to agree, sign off and implement a new and improved Business Glossary.”
This is where technology can be a significant help, reduce the man hours, and eliminate the potential for inaccuracies in governing you unstructured/semi-structured content. Typically that is what our technologies are used for. [I am not pushing our products, but the evaluation of technologies to accomplish this phase much more easily and accurately]. The ability to automatically generate conceptual metadata and auto-classify it to a taxonomy provides a visual and detailed result set that can be easily manipulated. Regardless of where the content resides, organizations can eliminate different versions, identify garbage to be deleted, records that were never declared, privacy or confidential information that should be protected. These tools also provide the ability to generate the nodes of the taxonomy using the unique terms of the organization, eliminate disambiguation, and build a foundation for organizational content re-use and intellectual property development. The list goes on. Depending on the technology, it provides an enterprise framework for on-premise, hybrid, or cloud environments. It can also be deployed to improve a specific application such as search, or used in records management, data security, migration, eDiscovery, litigation support, FOIA, collaboration, social tagging and text analytics.
I encourage any organization that is serious about Information Governance to evaluate technologies that can eliminate many of the challenges, reduce costs, identify risk, and improve organizational performance.