How the world is changing -- Old paradigms are being stretched to the breaking point How we usually think about governance -- It’s not just about what you keep How should we respond? -- Building an action plan for the next 2-3 years

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Information
Governance
Necessary Evil or a Bridge to the Future?
John Mancini, President, AIIM, AIIM.org
@jmancini77

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‣ What AIIM does:
• We build information management roadmaps to help
organizations turn Information Chaos into Information
Opportunity.

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‣ Thank you for the insights of Jason Baron, Else
Khoury, Nick Inglis and Rich Medina at #AIIM14,
which I found helpful and have tried to capture in
this presentation.

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How the world is changing
Old paradigms are being stretched to the breaking point
How we usually think about governance
It‘s not just about what you keep
How should we respond?
Building an action plan for the next 2-3 years
1
2
3

5. Information is the world‘s
new currency

6. ―Every budget is an IT budget. Every
company is an IT company. Every
business leader is becoming a digital
leader. Every person is becoming a
technology company. We are entering the
era of the Digital Industrial Economy.‖
PETER SONDERGAARD, GARTNER

8. ―Our file servers are out of
control and no one can find
anything.‖

9. ―Information is leaking out
of the organization at every
turn via devices that weren‘t
even invented when we put
our systems in place.‖

10. ―The volume of ‗stuff‘ we
are trying to manage is
rapidly spinning out of
control.‖

11. ―Maximizing our SharePoint
investment is proving more
difficult than we thought.‖

12. ―Every time I turn around,
‗the business‘ has
implemented some new
application that we didn‘t
even know about in IT.‖

13. ―As the CEO, I can‘t believe
we are not getting more
value out of the money we
spend on technology.‖

14. Welcome to the era of

16. Consumerization
is transforming
what users expect
from applications
and how we
deliver them.

17. The four drivers of consumerization
A programming
language and
SDK
A friction free
distribution
platform

18. Cloud and mobile
are creating
an expectation of
anywhere,
anytime access.

19. ―IT cost savings and speedier deployment
are but a brief prelude to the main story. It‘s
only the first 10 percent. The remaining 90
percent is what happens to the business
itself.‖
―In 45 seconds, you can go
from never having heard a
song to owning it. This is
the era of collapsing
purchase cycles.‖

20. The future is flat
and agile, not
hierarchical and
slow.

22. Managing
managingthevolume,varietyand
velocityofinformationandcontent
createdbythesethreedisrupters—
is

23. Mancini‘s Law…
Organizations are systems of
information networks. They only operate
effectively when there are clear and
predictable information flows within and
between these networks.
Traffic jam, Sao Paolo, Brazil, 2009

24. Mancini‘s Law…
Organizations are systems of
information networks. They only operate
effectively when there are clear and
predictable information flows within and
between these networks.
50% annual growth in the volume of
digital information means that these
networks – and especially the points of
connection between them – will become
increasingly unstable.
Traffic jam, Sao Paolo, Brazil, 2009

25. Mancini‘s Law…
Organizations are systems of
information networks. They only operate
effectively when there are clear and
predictable information flows within and
between these networks.
50% annual growth in the volume of
digital information means that these
networks – and especially the points of
connection between them – will become
increasingly unstable.
Without intervention, the resulting
#infochaos will threaten the viability of
the entire system.
Traffic jam, Sao Paolo, Brazil, 2009

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How the world is changing
Old paradigms are being stretched to the breaking point
How we usually think about governance
It‘s not just about what you keep
How should we respond?
Building an action plan for the next 2-3 years
1
2
3

27. Wemustacknowledgetherealityof
“governance”inmostorganizations…

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80%of infrastructure is used to
support duplicative data.
Source: McKinsey Global Institute

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75%of IT budget is used for
infrastructure maintenance.
Source: Gartner

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$18,000 =
eDiscovery cost for 1GB of data
Source: RAND study on eDiscovery, 2012

31. ‣ Information Inflation
‣ Lehman Brothers Investigation
• 350 billion page universe (3 petabytes)
• Examiner narrowed collection by selecting key
custodians, using dozens of Boolean searches
• Reviewed 5 million docs (40 million pages using 70
contract attorneys)
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Original Reference: Presentation by Jason R. Baron, Drinker Biddle & Reath LLP, at AIIM14
Jason‘s Source: Report of Anton R. Valukas, Examiner, In re Lehman Brothers Holdings Inc., et al., Chapter 11
Case No. 08-13555 (U.S. Bankruptcy Ct. S.D.N.Y. March 11, 2010), Vol. 7, Appx. 5, at
http://lehmanreport.jenner.com/.
And We‘ve Only Just Begun…

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Source: IDC‘s Digital Universe Study, sponsored by EMC, June 2011
The Storage Paradox

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How the world is changing
Old paradigms are being stretched to the breaking point
How we usually think about governance
It‘s not just about what you keep
How should we respond?
Building an action plan for the next 2-3 years
1
2
3

34. WhattheC-SuiteHearsWhenWeSay
“Governance”

35. It‘s good for you.
It‘s the right thing to
do.
It will keep you out of
jail.
You should do it.

36. Wemustclearlyandsimplydefine
governance…

37. Manage Information, Not Devices
‣ Who can use this piece of information?
‣ What can they do with it?
‣ When can they do it?
‣ Where can they use it?
37

38. Wemustaddresscloudconcerns
straighton…

39. ‣ Loss of control by customer over technology
infrastructure / loss of governance
‣ Possible loss of control over location of data
‣ Concerns about segregation of data
‣ Data retention, destruction
‣ Rights to data
‣ Data security
‣ USA Patriot Act
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Source: Else Khoury, Manager, Information Management Services/Freedom of Information and Privacy
Coordinator, Niagara Region at AIIM14

40. Wemustunderstandwhywehave
becomeinformationhoarders…

41. ‣ Organizations keep non-required electronic content
forever because:
• Classifying content (to determine what to keep and
what to purge) is manual and expensive
• Content worth preserving is mixed with content that
should be purged
• Legal -- and others -- are afraid of wrongfully deleting
materials (spoliation)
• Additional storage is inexpensive, which makes it easy
for corporations to buy more storage and defer
addressing the problem
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Source: Richard Medina, Doculabs, at AIIM14

42. Attacking the Problem
Nick Inglis has it right…
The File Room
Method
Look at all
information
Identify what
needs to be
retained
The Delegate
Method
Everyone
looks at their
information
Identify what
needs to be
retained
The Keep It All
Method
Don‘t identify
what needs
to be retained
Keep
everything,
indefinitely
Records
Categorization
Method
Leverage
classification
for records ID
Auto identify
what is a
Record
Advanced
Computing
Methods
Software
looks at all
information
Software IDs
records or
what is to be
retained
Not feasible Not working Too much risk Maybe Maybe
Information
Categorization
Method
Leverage
classification
for retention
ID
Auto identify
what needs
to be retained
Maybe
Source: Nick Inglis, Optismo, at AIIM14

43. Wemustspeakaboutgovernancein
termsthebusinessunderstands…

44. INFORMATION CHAOS
INFORMATION
OPPORTUNITY
BUSINESS BENEFIT
Mobile means information
leaking everywhere
Governance occurs
regardless of device
Employees and customers
work on their own device
Systems of Engagement and
Record misaligned
End-to-end process
synchronization
Processes transparent to
customers
Information coming faster
than it can be digested
Analytics automatically
categorizes and disposes
Static information now at rest
put into motion
The ―business‖ circumvents IT IT spend aligned with
opportunities
A new business/IT alignment
More silos than ever—and
new ones in the cloud
Governance occurs
regardless of location
It doesn‘t matter where
information ―lives‖
We‘re spending too much
on technology
Cloud opportunities to save
on legacy
IT shifts from a cost center
to value creator

45. ‣ VALUE
‣ COST
‣ RISK
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Information
Governance
Necessary Evil or a Bridge
to the Future?
AIIM -- information
roadmaps for the future.
Free e-book –
AIIM.org/infochaos