Information Governance Tips with the Business User in Mind

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Incorporate upfront metadata for classification.

Upfront metadata encoding allows business users to quickly input a document's purpose, location and lifecycle. Systems that allow business users to input that information in an easy, intuitive manner — through simple drop-downs, for example — will ensure that other stakeholders have the necessary information to determine where data is and when it needs to be removed.

Data is expanding at a rate that outpaces the speed at which IT practitioners are becoming compliance experts, and information governance (IG) practices that create specific rules regarding the management of data are still largely undefined and difficult to enforce. Perhaps the most perplexing and pressing challenge related to IG is governing unstructured data, which is not found within an organized database.

Unstructured data typically includes Word documents, PowerPoint presentations, PDFs, media text files, emails, audio files and images. According to reports from IDG and Gartner, unstructured data is growing at a rate of 62 percent per year, and by 2022, 93 percent of digital data will be unstructured. Further complicating the issue is that this data is often created and saved over a multitude of repositories like ECM systems, shared drives, desktops, cloud environments, etc.

According to Rob Hamilton, vice president and digital market leader, Recall, corralling unstructured data is possible, but it cannot occur if IG decision-makers create policies that drastically impact business user workflow. If policies make their job significantly more difficult, they'll find workarounds for managing data that may put the organization at risk. The following suggestions can shrink the amount of unstructured data, help maintain compliance and gain buy-in from those most impacted by IG policies.


Related Topics : A Big Market for Big Data Jobs, Midmarket CIO, IT Management Automation, SharePoint, Technology Markets

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