[Webinar Slides] Modernizing Information Governance
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Explore how to improve your information governance efforts with modernization. We’ll share the new best practices on how to administer the complete lifecycle of your information and data. Want to follow along with the webinar replay? Download it here for free: http://info.aiim.org/modernizing-information-governance
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[Webinar Slides] Modernizing Information Governance
- 7. Underwritten by: Presented by: The Problems With Paper Underwritten by: Presented by: Signs of the Times
- 8. Underwritten by: Presented by: What’s Not Working At Your Place? § POLL § Can’t Find Stuff § Can’t Find the Right Stuff When You Need It § Can’t Share Stuff § Can’t Secure Stuff § All of the above
- 9. Underwritten by: Presented by: One Thing Still from the movie City Slickers “You know what the secret to life is? One thing. Just one thing. Once you figure it out, you stick to that … everything else don’t mean s***.” – Curly
- 11. Underwritten by: Presented by: A Healthy Working Lifestyle
- 12. Underwritten by: Presented by: It’s a Question of Process Get Rid of Information Use Information Obtain Information
- 13. Underwritten by: Presented by: … And the Smart Use of Smart Technology Store / Archive Secure Route Retain / Dispose Capture Classify
- 17. Underwritten by: Presented by: § How automated do you want to be? Which parts of the process do you want to automate? § What are the tradeoffs associated with managing your records “in place” vs. moving them to the cloud? § How concerned should I be with “future-proofing”? Points to Ponder
- 18. Underwritten by: Presented by: © All Rights Reserved. Steve Weissman The Info Gov Guy™ 617-383-4655 sweissman@hollygroup.co m
- 20. Modernizing Records Management • Invisible Information Governance • Manage In Place • Cloud Adoption
- 21. Invisible Information Governance (IIG) Automating Records Management & Governance
- 22. Auto Classification Engines – Items to Consider • Big Data Scale – can the system deal with massive amounts of data • Machine Learning – Watson, Ephesoft, Amazon Macie • Analytics on Structured and Unstructured Data – mitigate risk and ensure compliance • Reporting – Showing how the data was classified • Industry Specific Knowledge Bases – incentive for industry to arrive at common classifications to be used across the industry
- 23. Intelligent Classification RM : File Plan 1.0` 1.1 2.0 SUPERCEDES >> Record Folder Record Category with retention schedule Use a Business Rules Engine • Declare a Record • Populate RM Metadata • File a Record “Effective governance is invisible governance”
- 24. Business Processes for IIG • Process for Records Review, Declaration, and Filing • Process for Case Management Solutions with Records Declaration and Filing as Final Step (i.e., FOIA, SOP Review, Policy Review, GDPR) • Review and Approval for Disposition of Records • eDiscovery Requests – tracking systems searched and results collected • Process for Legal Holds • Physical Records Circulation
- 25. Manage In Place
- 26. Manage in Place
- 27. Manage In Place Benefits • Centralized RM Policies – Manage File Plans, Retention Schedules, Dispositions and Holds from one single interface • One Solution for Disparate Systems • Faster Implementations • Business Processes do not have to change • Better User Adoption • Security Models aren’t replicated
- 28. Manage In Place Considerations • Leave in place, stub in the Central system • Stub in Place, move to the Central system • Synced Copies • or Migrate to the Central System • Security Model of the system – sync across, setup new model • Federated Search – how are you going to find the records • The system you are trying to manage records in place; social media, ECM, databases, shared drives, Cloud Storage
- 29. Cloud Adoption
- 30. Cloud Adoption for a Governance Solution • Usability Drives Compliance • Subscription Based Pricing Translates to a Low Cost of Entry • Scalability Addresses Information Asset Explosion • Upgrades Support Ongoing Compliance • Integration Enables Control of Disparate Repositories – MIP *Document Strategy Article by Brett Claffee
- 31. Cost Savings – Example On-Premise vs AWS
- 32. Secure Reliable Durable • S3+IA – ideal for data that is accessed less frequently, but requires rapid access when needed – 99.99% availability over a year – 99.999999999% Durability over a year • Amazon Glacier – 99.99% availability over a year – 99.999999999% Durability over a year – 10,000 objects stored, expect the loss of a single object once every 10,000,000 years – Provides WORM storage with encryption Amazon S3 + IA & Glacier
- 33. Amazon Glacier Annual Costs On-prem* S3 S3 + S3IA S3 + Glacier Medium (10TB) $23,376 $2,826 $2,734 $1,075 Large (50TB) $44,880 $14,131 $13,670 $5,376 XL (300TB) $179,280 $81,715 $54,835 $31,334 XXL (12PB) $7,073,824 $3,170,893 $2,208,301 $1,245,708 Customer value from supporting AWS Glacier: 1. Reduce TCO – Optimize archival storage costs for customers. $0.004/GB/month 2. Compliance – Ensure data integrity using Glacier Vault (WORM)