Building Blocks for Information Governance
Information governance is a broad term that encompasses people, processes, policies, and technologies. The goal is to leverage information for business benefit, focusing on information quality, security, and the entire information life cycle management of all data assets.
A lack of information governance impacts management, at all levels, down to the end user. The biggest problem for organizations is that unstructured information is growing at an unprecedented rate. Coupled with increasing regulatory requirements, risk, privacy and compliance issues, unstructured information is the weak link in any information governance strategy as it is not effectively managed from inception to disposition.
Why is Information Governance Important?
- 85% of relevant documents are never retrieved in search (IDC)
- Average cost of tagging one document runs from $4 – $7 and does not factor in the accuracy of the meta tags (Hoovers)
- By 2016 20% of CIO’s in regulated industries will lose their jobs for failing to implement the discipline of information governance successfully (Gartner)
- 67% of data loss in records management is due to end user error (Prism International)
- 70% of data breaches are due to mistake or malicious intent by end users (Poneman Institute)
The Smart Content Framework™
Concept Searching’s Smart Content Framework™ removes many of these stumbling blocks when enforcing an information governance plan, specifically when addressing the management of unstructured information. The Smart Content Framework™ is a comprehensive approach that links the technology building blocks to not only manage unstructured content but to leverage content assets to reduce organizational risk, solve business challenges, and improve business processes. The uniqueness of the Smart Content Framework™ is the ability to combine the building blocks with one set of technologies, utilizing an organization’s current IT infrastructure and internal expertise. The flexibility of the technologies enable the organization to address key failures within the management of unstructured content and solve pressing business challenges.
The Smart Content Framework™ and the technology building blocks support a comprehensive information governance plan. Information governance plans encourage, and essentially demand, accountability of information assets. Thus, the enforcement of accountability has become the biggest hurdle to overcome. This brings us back full circle to the end user to accurately account for the morass of information they must deal with on a daily basis.
Underlying the Smart Content Framework™ are technology building blocks that provide the ability to transparently identify and tag content with semantic metadata then classify it to organizational taxonomies, aligned to business goals, enabling not only the effective management of content but also the use of metadata to drive enforcement around many information governance issues. By eliminating the end user from policy enforcement, all unstructured content assets are continually identified, classified, and managed from the corporate taxonomies. This solves a significant obstacle in information governance and leverages enterprise information assets, reduces organizational risk and improves organizational performance.
Building Block #1: Metadata
An enterprise metadata repository is the primary building block in the Smart Content Framework™ that enables the proactive management of content. This first building block is an enterprise infrastructure component tightly integrated with information governance and the management of the lifecycle of content. From this, enterprise search, compliance, records management, and data privacy issues can be addressed and managed.
Building Block #2 Insight
Regardless of the search engine, the delivery of meaningful results depends on the ability to effectively index and classify content and to develop taxonomies to better manage the content. This building block not only addresses search as an information governance component but also aids in the subsequent building blocks to identify non-compliance issues. Used to substantially improve any interactive metadata application such as search, eDiscovery, litigation support, FOIA, text analytics, social tagging, and collaboration, this building block provides organizational insight into knowledge assets across the enterprise to improve organizational performance and to reduce risk within the information governance strategy.
Building Block #3: Risk
Although all organizations encounter risk, risk is unique to every organization. Risk can be non-compliance with regulatory issues, cyber security, security of intellectual assets, content lifecycle management, eDiscovery and litigation, loss of sales, and the list goes on.
Building Block #4 – Policy
The biggest challenge in information governance is the ability define policies. The development of policy must be at a corporate level and address the entire portfolio of information assets. A two-fold approach, the policies must be created and then followed. Policy is driven by the organization, not by applications. A fundamental component is business user responsibilities and adaptability of the users to follow new procedures. This requires the appropriate and individualized approach for the disposition of diverse content. This includes identifying where the content resides, cleansing the content, identifying the relationship between content, then defining the policies. This provides the infrastructure processes where content is relevant, protected, archived, or deleted.
Building Block #5: Action
Action is the fulfillment of the defined organizational policies that reduce risk and enable effective management of all semi-structured and unstructured content. The key factors are enforceability and adoption by business users, facilitates and improves business processes, and finally it is quantifiable and able to be measured.
The End Result? Intelligent Metadata Enabled Solutions
An output from the Smart Content Framework™, the building blocks, and organizational input, intelligent metadata enabled solutions are easily deployed to address specific risk factors identified during the information governance planning sessions. The reusable technologies can be deployed at an enterprise, division, or business process level to improve information quality.
Clients such as the U.S. Air Force are using the Smart Content Framework™ as a key component in their information governance plan. Since the technologies are flexible, they are able to solve search, records management, compliance , migration, and data privacy challenges through automatic enforcement of policies at the end user level. By eliminating the end user from policy enforcement, all unstructured content assets are continually identified, classified, and managed from the corporate taxonomies. This solves a significant obstacle in information governance and leverages enterprise information assets, reduces organizational risk, and improves organizational performance.