10 steps toward information governance nirvana

10 STEPS TOWARD INFORMATION GOVERNANCE NIRVANAChristian BuckleyChief Evangelist @Metalogix

#InfoGovCon

Christian BuckleyChief Evangelist & SharePoint MVPMetalogix

www.buckleyplanet.com@buckleyplanet

cbuck@metalogix.com

oHow important is governance in your organization/company today?

oDo you know who has access to what information?oDo you treat your financial or legal records the

same as other content?oDo you know who has accessed this information?oAre you subject to compliance regulations?

#InfoGovCon

o If there was a security breach, who would be held responsible?

oDo you regularly run audits on usage, security, content, or permissions?

oWhat reports are available to your management team and front line managers?

oAre you regularly auditing your systems?oWhat does your change management process

look like today? #InfoGovCon

• Fractured policies and procedures• Questions about policy authority/ownership• No clear path for enforcement

What does governance

look like in your organization?

GOVERNANCE IS ABOUT TAKING ACTION TO HELP YOUR TEAM ORGANIZE, OPTIMIZE, AND MANAGE YOUR SYSTEMS AND RESOURCES.

From a practical standpoint, governance means:

• Logins work• Data is secure• System performs well• Metadata applied• End users can quickly find their content• Storage is optimized• Content lifecycles in place, regularly reviewed• Legal and regulatory requirements being met

What is driving this change in your

organization?

Don’t just slap some lipstick on a pig

Business Need Service

GOVERNANCE

Governance is the set of policies, roles, responsibilities, and processes that guide, direct, and control how an organization's business divisions and IT teams cooperate to achieve business goals.

Identify requirements

Map requirements to SharePoint functionality

Make the difficult decisions

Ongoing operations management

Business Need Service

Requirements

Business Goals

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Laws and Regulations

Organizational Constraints

System Limitations

GATHERING REQUIREMENTS IS “SIMPLE”

The Foreign Account Tax

Compliance Act

PCI Compliance

eDiscovery rules

Dashboards and reporting

Auditing

Change Management

Threshholds

Performance

Geographies

Features

And then there’s the issue of end

user education…

Develop an information governance framework

1. CLEARLY DEFINE YOUR BUSINESS GOALS

2. UNDERSTAND THE TARGET WORKLOADS

3. BE CLEAR ON THE LAWS AND REGULATIONS

4. UNDERSTAND YOUR ORGANIZATIONAL CONSTRAINTS

• x

5. KNOW YOUR SYSTEM LIMITATIONS

6. DEFINE YOUR ROLES AND RESPONSIBILITIES

7. BUILD OUT MANAGEMENT TOOLS AND PROCESSES

8. AUTOMATE

9. ESTABLISH MONITORING AND CHANGE MANAGEMENT

10. HAVE A COMMUNICATION STRATEGY

THREE COMPONENTS TO YOUR STRATEGY:

People Process Technology

BEST PRACTICES• Make governance a priority• Look at your systems holistically (a business

view), regardless of where the servers sit• Clarify and document your permissions,

information architecture, templates, content types, taxonomy -- and ownership of each• Define what policies, procedures, and metrics

are needed to manage your environment, and then look at what is possible across your various tools and platforms

• What is required?• What can be automated?• Who manages each site, tool, and system?• Do the standards change across teams or tools?• What roles and permissions are in place?• How transparent does it need to be?• What is your ongoing change management and

review model?

ASK YOURSELF:

Thank you!

www.buckleyplanet.com@buckleyplanet

cbuck@metalogix.com