Workshop on information management and governance, Record Management, Service offer, Archiving, change management, culture evolution

1. 3org Governance, usages and management of information Going towards a better information governance Jean-Pascal Perrein Information Management Consultant http://www.3org.com Ref : 20091014-JPP001-V8

2. Content Management , Data Management, Record Management , Paper Archiving, Digital content and data Archiving , Collaborative , Social Networking, Process Management, Classification , Scan, Security policies , Litigation , Compliance , Change , Optimization, Risk Management , Rationalization, Transformation , Fusion, Program management, Services offers , Service Management, Law, E-Discovery , Information Policies , Continuity, …

3. Agenda Do we have any problems ? A point of view on “how to better manage information” A point of view on “how to get people to better manage information” Part A : What about information Part B : Information governance Part C : Information Services Offers

4. Executive summary 24 To What volume of data is actually stored for your entity ? (Mo, Go, To, Po) What volume of data do you work with on one year ? (Mo, Go, To, Po)

5. Do we have any problems ? Part A

7. What about Information More regulation More control More transparency More governance More complexity Some facts show we do have some, Showing Information as a key for

8. What about Information Customer are users of information In fact, somewhere, we know we have some troubles, IT is no longer part of the decision-making circle Should I or who should delete Emails that are kind of sensible ? My customers can no longer find their information I am really not satisfied with the richness of the solution I have to work with After all, it has been ’10’ years I’m doing my own way, why should I change ? Is this the last version of the document ? I really don’t have time to search , I prefer to do it again I put everything on my PC, this way, I’m sure I have what I need My public folder, shares and mail box reach saturation , backup and technical archiving are hard to manage I known it exists, but where it is, I cannot find it ! (what about all that information we don’t even imagine exists!) We have a lot of security risks, there is too much information, everywhere to control

9. Can we manage processes well without knowledge of Information ? How can 20% of the organization manage processes without being able to manage Information ? Organization managing Processes Organization managing Information 67% We do have one 47% We don’t have one This is based on 2009 Devoteam Information Management survey For 86% Executive management For 74% Finance department For 73% Human resources For 73% IT department Managing information becomes critical We want We Don’t We need We even said so, What about Information Who needs Information Governance ? 73% say “Governance brings a lot for my organization” 71% say “I don’t really know and am not able to handle well critical information”

10. What about Information Fundamental (Business Classification scheme, metadata, taxonomy, …) Global and detailed Policies (Including processes (litigation, day to day, coordination, ..) audit/security/business rules descriptions and governance organization, reporting, …) Functional systems (about solutions (EDMS, RM, WCM, Social Networking, Search, Scan, KM, Cultural aspects (Change, community, communication, marketing, ..) Business Processes Processes descriptions with information associate including transformation level (proprietary, criticality, ..) Business Information List of information and Data references with retention, criticality, proprietary, ..) But, it is kind of complex, Governance

11. What about Information complexity of data Exponential growth Visibility and access to information More transparency needed More regulation pressure International business Generation Y Cultural change Less barriers to web Mobility Networking Information as an asset Litigation More productivity Need to innovate Better quality of work Knowledge workers Governance, “ OUI NIDE IOU !” We really need to do something,

12. A point of view on “how to better manage information” Part B

13. IT Governance ISO 38500:2008 COBIT VAL IT ITIL PMBOK ISO 27001/2 ISO 15489 A lot more … Governance is everywhere, Information Governance Information Governance Corporate governance of information technology standard, provides a framework for effective governance of IT. Covering : Responsibility, Strategy, Acquisition, Performance, Conformance, Human behaviors. => Governance principles The Control Objectives for Information and related Technology (COBIT) is a set of best practices (framework) for information technology ( ISACA ) => Governance controls Val IT is a suite of documents that provide a framework for the governance of IT investments (cf ITGI ) => Governance controls (more investments) The Information Technology Infrastructure Library (ITIL) is a set of concepts and policies for managing Information Technology (IT) services (ITSM), developments and operations (cf UK OGC) => Governance of IT services A Guide to the Project Management Body of Knowledge (PMBOK Guide) is a project management guide, and an internationally recognized standard, that provides the fundamentals of project management (PMI) => Governance of project ISO/IEC 27001 formally specifies a management system that is intended to bring information security under explicit management control. Being a formal specification means that it mandates specific requirements (ISO) => Security governance defines records management as "The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records (ISO) => Governance of Record Soa, Data, Master data, Knowledge, Intelligence, Communication, … Information is transversal, so governance is transversal, this is why it seems so complex

14. In fact we only need to define roles and missions, Information Governance Missions roles

16. And so, they will have to define tools and processes, Information Governance Processes Tools

17. But they need to do this for the whole organization, Arbiter/coach Rules A Team A ball A goal A place to play Supporters Communication A crowd (potentially some end users) Indications where to go Some logistics aspects Information Governance Coming to see the great game

18. A point of view on “how to get people to better manage information” Part C

19. > = Users are usually very volunteer to work better, Lost of motivation Information Services Offers Gain on ‘ adaptation’ No one listens to my needs ! Where to find good practices on information ? Technical solutions are so slow and poor in functionality ! Those references are not the recent ones ! Am I doing well ? It is boring to redo the same thing twice ! Security lacks Complexity Harder collaboration … Less productivity Less collaboration Change is harder …

20. They expect to have a complete package, Information Services Offers

21. That’s why they need reactive suppliers, Information Services Offers +11% +10% +7 % +19% +8 % Service catalog Responsibility limits Invoice Contract A contact This is based on 2009 Devoteam Information Management survey 47% of the suppliers Think Customers are satisfy about richness of services 29% of the end users are satisfy about richness of services About Richness of service : What is important between Providers and end users -18 %

22. They surely do not have the same need, Information Services Offers Collaborative Portal EDMS Archiving

24. Building the team Building tools Finding a sponsor Building processes So let’s start changing organization ! Reformulation Governance depend of the organization culture, it need time ! Is it too late ?

25. A point of view about Managing information A point of view On Information governance A point of view on A way to help end users to better manage information A way To Implement all this Abstract

26. E - mail : [email_address] Mobile : +33(0)6 61 97 66 55 3org Gouvernance, usage et gestion de l’information Jean-Pascal Perrein Consultant en gestion d’information 3org 49, rue Ramey – 75018 Paris Fax : +33 (0) 9 72 16 95 65