This document discusses governance and its benefits. It argues that governance helps solve business problems by enabling better finding, sharing, and collaboration of information through controls like taxonomy, metadata, security and retention policies. True value comes not just from cost savings but enabling process change and collaboration, which leads to improved efficiency, quality and reduced risk. The key is adopting a holistic view of information management that addresses the real needs of different perspectives like lines of business and technology.

1. Steve Weissman
Holly Group
The ‘Big Box Theory’
of Governance and
Business Value
The Road to BIG GOVERNANCE
The Info Gov Guy!

2. Question
¡ Are you as tired as I am of hearing about
GOVERNANCE?
GOVERNANCE!
GOVERNANCE!
GOVERNANCE!
GOVERNANCE!

3. Question
¡ Are you as tired as I am of hearing about
GOVERNANCE?

4. Question
¡ Are you as tired as I am of hearing about
GOVERNANCE?

5. What’s In It for You?

6. What’s In It for You?
¡ The Ability To:
¡ Find stuff
¡ Find the right stuff
¡ Find the right stuff –
right when you need it
¡ Share stuff
¡ Report on stuff
¡ Protect stuff

7. Why Governance?
¡ Can’t Find Stuff
¡ You know it exists, but where?
¡ Don’t Cull Stuff
time-consuming, expensive
confusing, imprecise, risky
¡ You still have everything from Day One
¡ Can’t Prove Stuff Happened
risky
¡ No record of access / amendment / deletion /
authorization of what, by whom, and when
¡ Can’t Easily Work Together on Stuff
isolating, duplicative
¡ Hard to track / compare / incorporate / control
changes and comments by and among collaborators

8. Why Governance?
¡ Can’t Find Stuff
search/find
retention/disposal schedules
¡ You know it exists, but where?
¡ Don’t Cull Stuff
¡ You still have everything from Day One
¡ Can’t Prove Stuff Happened
auditability, discovery
¡ No record of access / amendment / deletion /
authorization of what, by whom, and when
¡ Can’t Easily Work Together on Stuff
¡ Hard to track / compare / incorporate / control
changes and comments by and among collaborators
version control,
check-in/check-out,
workflow, security

9. Why Governance?
¡ Operational Benefits
¡ Simultaneous access to content by several users
¡ Faster movement of information between staff
¡ Consistency of content
¡ Reduction in printed media
¡ Reduction in storage space
¡ Efficient archiving
¡ Better visibility of assets
¡ Greater security

10. Why Governance?
¡ Organizational Benefits
¡ Less lost information / content
¡ Sharing of content across organization
¡ Reduced risk of disputes, litigation, and fines
¡ Meeting targets better by saving staff time
¡ Increased levels of confidence in content
¡ Improved content security, reducing piracy/theft, increasing digital
delivery at lower costs/risks

11. The REALLY BIG QUESTION
¡ “What Business Problem
Are You Trying to Solve?”
¡ And for whom?

12. Perspective

13. Weissman’s “Big Box” Theory
of Information Management
¡ Goal: Universal Data Access
Data
Enterprise Data Stored
in One Big Box and
Accessible by Everyone

14. Data, Data Everywhere
¡ Reality: Digital Diaspora
PCs
Macs
Phones
Tablets
Legacy
In-Building
Regionally
Internationally
Data
Salesforce Oracle
Gmail Outlook
Word Google Docs
Paper People
Salesforce Oracle
Gmail Word
Paper People

15. A Matter of Perspective
¡ ‘Lenses’ for Everyone!
Data

16. A Matter of Perspective
¡ The Line-of-Business View
Spreadsheets
Word Processors
Databases
Browsers
Data
Data Filtered Through,
and Usable by, Users’
Regular Applications

17. A Matter of Perspective
¡ The Technologist View Middleware /
Web Services
Databases, Archives,
and Repositories
Applications
Networking
Data
An Exercise in Data
Connectivity, Storage,
Processing, and Display

18. A Matter of Perspective
¡ The Vendor View
Workflow
Mobile
Content Management
Imaging
Data
Requiring Separate
Stacks to Address the
Same Essential Problem

19. A Matter of Perspective
¡ The Vendor View
Workflow
Mobile
Content Management
Imaging
Data
Requiring Separate
Stacks to Address the
Same Essential Problem

20. Enter: Governance
¡ Information’s “Care and
Feeding” Retention
Taxonomy
Security
Metadata
Data
GOVERNANCE
Image: 9to20.wordpress.com

21. Big Governance?
¡ The Application of Controls
¡ More than Policies
and Procedures
¡ Requires a Culture
of Accountability

22. Requires Change
¡ In Thinking
¡ In Behavior

23. Your
Objectives
… and work better
together
To work better …

24. Remember the BIG QUESTION?
¡ Let’s Dig Deeper
¡ Working better = process change
¡ Working better together = collaboration
¡ Money = economics

25. Economics
¡ ROI
¡ Investment
¡ Return
¡ TCO
¡ Costs

26. Economics

27. Process Change
¡ Greater Efficiency, Effectiveness
¡ Greater customer satisfaction
¡ Unforeseen Opportunities
¡ Early payment discounts
Image: Flickr.com /
MightyBoyBrian

28. Process Change
Procedures Applications
Processes Technology
Working Better
discrete process innovation · continuous process improvement

29. Collaboration
¡ Less Duplication of Effort
¡ Saves time, frustration
¡ Better Quality
¡ Facilitates review, validation, correction
¡ Reduces risk
Image: ©Ning Zhao
Dreamstime Stock Photos

30. Collaboration
Working Better Together
learning & knowledge · relationship management

31. Beyond ROI and TCO
Lies MAXTV®
(Maximum Total Value®)

32. The Business Value
Disconnect
¡ Economics
¡ Process Change
¡ Collaboration
Required for justification but irrelevant
to implementation success
Irrelevant to justification but
critical to implementation success

33. Beyond ROI and TCO
Lies MAXTV®
(Maximum Total Value®)
Value
Value
Value

34. Beyond ROI and TCO
Lies MAXTV®
(Maximum Total Value®)
Value
Value
Value
More
Value
More
Value
More
Value

35. Beyond ROI and TCO
Lies MAXTV®
(Maximum Total Value®)
Value
Value
Value
More
Value
More
Value
More
Value

36. Hey, Don’t Just Take
My Word for It!
“I wish I had thought of this
when I started, but I can’t go
back and start again.”
– CIO of a major athletic
shoe manufacturer

37. Value: It’s What’s for Dinner
¡ You May Be Implementing for ‘Compliance’
¡ To heed new regulations or assuage your
legal department

38. Value: It’s What’s for Dinner
¡ You May Be Implementing for ‘Compliance’
¡ But You’ll Be Grilled On Value
¡ To justify the financial and human resources
you’ll expend

39. Grand Unified Theory
¡ Of Information and Technology (Not Physics)

40. Grand Unified Theory
¡ Of Information and Technology (Not Physics)
¡ Taxonomy and metadata to make sense of the pieces in the Big Box
¡ Application of records-style discipline to all content types
¡ Reconciled vocabularies, interoperable infrastructures
¡ Commitment to security, privacy

41. Holism <=> Big Governance
Image: nasharit.ru

42. Steve Weissman
Minister of Process & Information Betterment
Holly Group
–––––
617-383-4655
@steveweissman
sweissman@hollygroup.com
www.hollygroup.com
Member, AIIM Company of Fellows
President, AIIM New England Chapter
CERTIFIED
INFORMATION
PROFESSIONAL
Thank You!
The Info Gov Guy!