ARMA CENTRAL IOWA APRIL 25, 2013 MAKING THE BUSINESS CASE FOR INFORMATION GOVERNANCE: MORE CARROT, LESS STICK

Transcription

1 ARMA CENTRAL IOWA APRIL 25, 2013 MAKING THE BUSINESS CASE FOR INFORMATION GOVERNANCE: MORE CARROT, LESS STICK

2 AGENDA The information imperative The time is NOW Why RIM Making the case for IG 2

3 THE INFORMATION IMPERATIVE

4 INFORMATION IMPERATIVE Over 90% of the information created today is created in digital form 1 Over 90% of all information in the world was created in the last 2 years 1 Information stores are doubling every months 2 Information growth rate averaging 40% 1 15 petabytes today will be 39 petabytes by end of 2016 Baseline commodity storage price dropping by only 20% 2 1 CGOC ILG Leader Reference 2 IDC Digital Universe Study, sponsored by EMC 4

5 WHAT KIND OF INFORMATION IS IT? 10% 10% 80% Unstructured Semi-structured Structured 5

6 WHAT KIND OF INFORMATION IS IT? 6

7 THE TIME IS NOW

8 KEEPING IT ALL IS TOO EXPENSIVE! Worldwide Data Growth Exabytes by year 7910 Worldwide ediscovery Spend $ Millions Source: IDC Digital Universe Study, sponsored by EMC, June 2011 Source: 6 th Annual Electronic Discovery Survey Socha-Gelbmann,

9 WHAT THE PROBLEM LOOKS LIKE TO THE CIO IT Budget Business As Usual 9

10 INFORMATION AS COMMODITY Information is no longer simply the by-product of process, it is now the POINT of process Monetization of expertise, opinion, thought leadership Analysis/compilation/aggregation of data 10

11 INFORMATION IS OPPORTUNITY Innovation Better linkages within and across functions Improved access to SMEs Competitive advantage Faster, better decisions New insights Buying trends Supply chain forecasting Brand awareness and sentiment New sources of revenue 11

12 WHY RIM

13 WHY THE PROBLEM EXISTS 13

14 DISCONNECTED STAKEHOLDERS Information Governance Legal Business Management Records and Information Management Information Security/ Privacy Information Technology Legal Holds Reporting Taxonomy Disaster recovery Storage Management Discovery Decision Support Retention Management Private/Proprietary Information Application Management 14

15 BALANCING SUPPLY AND DEMAND ISN T EASY 15

16 A PROFESSION OF HOLISTIC PRINCIPLES Accountability Transparency Integrity Protection Compliance Availability Retention Disposition Maturity Levels 1 Sub-standard 2 In Development 3 Essential 4 Proactive 5 Transformational 16

17 MAKING THE CASE FOR IG

18 DO NOT BOIL THE OCEAN On Ramp Tactical engagement Discovery Migration/Upgrade Assess Overall IG maturity Evaluate Prioritize (cost, risk, revenue) Strategize Prioritized remediation roadmap Success measures Accountability Act Leverage existing investments (e.g. technology) Execute, measure and report Repeat for all roadmap initiatives 18

19 WHAT TO LOOK FOR Keeping everything forever, just in case High dupe count found in ediscovery Overflowing mail servers, file shares Lack of information governance policies Records Retention, Legal Hold, Information Security/Privacy, Management IT storage growth (CAGR) above 25% May indicate lack of policy execution on data IT modernization programs and transformative events Highly regulated Industry/processes/jurisdictions Acquisitive behavior Likelihood that ingestion not complete WRT how information is assimilated and governed Legacy or disconnected approach to backups All tape, local BUs only, BUs over-retained 19

20 SOLVE THEIR PROBLEM! ediscovery Not another discovery request! Searching our archives is brutal. It takes forever and I never know if it s going to work or not. Fraud Fraud is occurring every single day. I need a better way analyze all my data to find patterns. Information Management Knowledge workers just don t classify documents. They use , file shares and their home drives to store official documents. If only I could easily find those records Privacy We have all kinds of health records, credit card data and PII. There are just so many places to look: , SharePoint, file shares... Storage Optimization Between legal holds, and the explosive growth of and files, we are fighting a losing battle. Our budget is slashed and I have got to find a way to mitigate risks while cutting costs on ediscovery and storage.. General Counsel Compliance Officer Records Manager Chief Privacy Officer CIO 20

21 EXAMPLE ON RAMP PROJECTS New Archive 330TB of on legal hold in legacy archives Search, ring-fence, and migrate to new system Only move what s needed faster and cheaper PII Compliance Dozens of file shares Search, identify protected info (SSN, PCI), migrate to managed repository Pass compliance audit, avoid fines Speed Up Discovery 35 TB Symantec Enterprise Vault archive Index data to allow faster search and export for discovery Faster strategy development, less $$ for collection &review 21

22 WHAT GOES INTO THE BUSINESS CASE? Facts; clearly defined and supported assumptions How much content is in scope/will be affected? How much are you paying to store the content today? How much time is spent on the process, and what is the average labor cost? - Fully burdened, industry average..? What is being proposed, exactly How long will it take? How much will it cost? - CapEx or OpEx? Both? What operational impacts may/will occur? Who needs to be involved and for how long? 22

23 WHAT GOES INTO THE BUSINESS CASE? Clear definition of the benefit How much $$ will we save? How long will it take to achieve the end result? What is the NPV over the project period? The consequence of doing nothing Financial exposure - CAGR for information storage and associated $$ Risk exposure - Fines, sanctions, reputation/revenue loss Inefficiency - Productivity drag, decreased innovation 23

24 A PICTURE SAYS A THOUSAND WORDS Business As Usual Instrumented & Optimized 24

25 BUT BACK IT UP WITH THE DETAIL 25

26 IF NOTHING ELSE, REMEMBER THIS...

27 SPEAK THEIR LANGUAGE Translators must be fluent in the languages they intend to translate Not just know the words, but the meaning of what is being said Put IG threats and opportunities into the language of those you need the support of: IT Legal LOB Executives Leadership, not management 27

28 SOLVE THEIR PROBLEMS PII in the wild posing risk of compliance failure and data breach overload causing system instability Difficult discovery due to lack of data insight Over-retention of redundant, outdated, trivial information causing: Inefficiency within the LOB Unnecessarily high data storage costs Depressed competitive advantage due to poor information sharing and slow decision making 28

29 A journey of a thousand miles begins with a single step. Lao-tzu, The Way of Lao-tzu Chinese philosopher (604 BC 531 BC) 29

30 THANK YOU FOR YOUR TIME! Contact Info: Julie J. Colgan, CRM