Editorial
We've all been in the meeting to discuss a new system when inevitably, and typically towards the end of the meeting, someone asks the question: “How are we going to manage the records produced by the system?”
This problem has been around since processes were first made electronic. How do organizations incorporate critical information governance requirements into the digital world?
Historically, there have been three reactions to this question:
- The project is cancelled because it is deemed no longer feasible.
- Everyone agrees to implement the governance requirements in phase two, which never happens.
- IT promises to buy a records management solution and integrate the systems. This also never happens.
Additionally, the person who asked the question is no longer invited to meetings.
The reality is that information governance is easy if it is considered from the beginning. It can even increase the benefits derived from a new system. However, the business will rarely introduce these requirements, as they are focused on solving their problem. The only way for information governance to be baked into every system is to have IT understand the need and work to provide solutions from day one for all systems.
The Implementation Stage Is Too Late
The kick-off meeting is too late to introduce governance requirements. Kick-off meetings takes place after many side conversations and the conceptual plan is created. The business is focused on possibilities and IT is thinking about how they will build the solution.
Only the business or IT can prioritize information governance before that first meeting. They are the only ones present at every decision point. The challenge is that the business represents groups across the entire organization. It is hard enough to have employees remember their annual records management training for 24 hours without requiring them to introduce records management requirements into every system.
IT is the shared factor for every system. To ensure that all systems incorporate proper information governance principles, IT needs to prioritize the management of the organization’s records. IT is the only single group that is part of every systems discussion.
Related Article: Information Governance Is Boring, But Necessary
Information Governance Needs to Be Part of IT's Vocabulary
It may surprise some people, but IT thinks about similar things all the time. While the business is talking about sharing data, IT is thinking about securing data. If the business is talking about a shiny new interface, IT is thinking about long-term maintainability and accessibility. When the business is talking about faster transaction times, IT is thinking how it will meet the CFO’s audit requirements.
When the business talks about the ability to look at historical trends to make decisions, IT needs to think about the privacy and records management impacts. IT does not need to know the answer. They simply need to know who to call for those answers.
To make this happen, information governance education needs to enter the CIO’s suite. CIOs need to understand the information governance requirements and the benefits that derive from a successful program. Well managed information is,
- Easy to find and use in the future,
- Reduces an organization’s legal liability, and
- Can be protected and eventually removed.
This only happens if the CIO understands the importance of information governance. They can then instill that importance into the culture of IT, alongside other core principles such as single sign-on and zero-trust.
Related Article: We Need 'Set It and Forget It' Governance
It Starts with a Conversation
The change won't happen overnight. However, the only way to speed up the time to full understanding is to have that first conversation. Schedule time with the CIO. If the organization is large and meeting the CIO is a challenge, find a trusted deputy and use them as a starting point.
Use that first conversation to explain that:
- Easy to find records shrinks the number of local copies people make,
- Properly tracking and auditing information reduces the time and money spent on legal requests, and
- Knowing where information lives makes it easier to protect.
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There are a lot of benefits to involving to IT. The largest one is not having to rearchitect a multi-million dollar project because it is determined that it will not meet mandatory records management requirements. Having IT as an ally for information governance can go a long way to ensuring that an organization's information is properly protected and managed from day one.
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