real world data governance governing unstructured data

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Copyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDG

Robert S. Seiner KIK Consulting & Educational Services – KIKconsulting.com

The Data Administration Newsletter – TDAN.com

Real World Data Governance Governing Unstructured Data

Monthly Webinar Series Hosted by Dataversity Robert S. Seiner – KIK Consulting / TDAN.com

April 19, 2012 – 2:00 p.m. EST

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• Real-World Data Governance – Monthly Webinar Series

– May 17, 2012 – Data Governance, Big Data and the Cloud – 2pm EST

– June 21, 2012 – Setting Appropriate Business Expectations – 2pm EST

– Register On-Line at Dataversity.Net

Governing Unstructured Data Upcoming Webinars

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• A growing percentage of the “data” managed by organizations can be considered “unstructured data” or data that does not reside in a traditional data base, file or system. A recent survey confirmed that files and other unstructured data were the source of the fastest data growth in their storage environments.

• Unstructured data can include documents, emails, policies, audio and video, and products of your office environment, basically anything that does not fall under the auspices of normal structured data. Some organizations label unstructured data as “‘information”. No matter what it is or what we call it … the chances are that the unstructured data needs to be governed.

Governing Unstructured Data Abstract

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• Questions around governing unstructured data focus on the definition of what is included on the “list”, the regulations associated with the governance of this data, how governance of unstructured data differs from (or is the same as) the governance of structured data. The people that are expected to answers the questions about why and how to govern unstructured data may be the same people that have responsibility for the traditional data governance.

• Join Bob Seiner and DATAVERSITY for the fourth in a series of monthly webinars titled “Real World Data Governance” where Bob will prepare Data Governance professionals to address unstructured data, lay the foundation for identifying and governing meaningful unstructured data in your environment, assessing and leveraging existing governance and addressing opportunities to improve.

• Join us for further adventures in “Real World Data Governance”.

Governing Unstructured Data Abstract

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• Webinar Introduction

– Defining Unstructured Data & Unstructured Data Governance

– What Does It Mean to “Govern [Unstructured] Data”?

– [Unstructured] Data Governance Roles & Responsibilities

– Applying [Unstructured] Governance in a Non-Invasive Way

• Questions & Answers

Governing Unstructured Data Introduction

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• Unstructured Data

– According to researchers at IDC, 80 percent of enterprise data today is unstructured data, and that is growing at the exponential annual rate of 60 percent. Unstructured data, of course, is information stored in a file system that is not a database. Importantly, the researcher reported, on average only 1 to 5 percent of that data is actively used on a regular basis.

eWeek.com

– Data can be designated as unstructured or structured data for classification within an organization. The term unstructured data refers to any data that has no identifiable structure. For example, images, videos, email, documents and text are all considered to be unstructured data within a dataset.

Webopedia.com

Governing Unstructured Data The Unstructured Dilemma

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– Unstructured Data (or unstructured information) refers to information that either does not have a pre-defined data model and/or does not fit well into relational tables. Unstructured information is typically text-heavy, but may contain data such as dates, numbers, and facts as well. This results in irregularities and ambiguities that make it difficult to understand using traditional computer programs as compared to data stored in fielded form in databases or annotated (semantically tagged) in documents.

Wikipedia.com

– Unstructured data is a generic label for describing any corporate information that is not in a database. Unstructured data can be textual or non-textual. Textual unstructured data is generated in media like email messages, PowerPoint presentations, Word documents, collaboration software and instant messages. Non-textual unstructured data is generated in media like JPEG images, MP3 audio files and Flash video files.

SearchBusinessAnalytics.com


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– One way of defining unstructured data is “the elusive meaning inside the structure.” Many technologists will tell you that, in the final analysis, everything is structured because it all lives within digital systems – in the tweets, the emails, the attachments, the file folders, the podcast, even the humble notes you took on your iPad at this morning’s meeting.

– But the reason we talk about unstructured data is because there is a grey area between the tidy columns and rows where structured data reside (e.g., in a database of web pages or documents), and that sea of bytes. Words, sounds, colors, images, styles and fonts – all these could tell us important information about our work, our customers, our competitors, and environment. That is, if only we could put that information to work.

Kate Pugh on DashboardInsight.com


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• Data Governance – Data Governance is the Execution and Enforcement of Authority

Over the Management of Data & Data-Related Resources.

Robert S. Seiner

• Data Stewardship

– Data Stewardship is the Formalization of Accountability Over the Management of Data & Data-Related Resources.

Robert S. Seiner

Recent Client Definitions

Formalization of behavior around the definition, production and usage of data to manage risk and improve quality and usability of selected data.

Formalization and guidance for behavior over the definition, production and use of data and data related assets.

Governing Unstructured Data Defining Unstructured Data Governance

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• [Unstructured] Data Governance – Data Governance is the Execution and Enforcement of Authority

Over the Management of [Unstructured] Data & Data-Related Resources.

Robert S. Seiner

• [Unstructured] Data Stewardship

– Data Stewardship is the Formalization of Accountability Over the Management of [Unstructured] Data & Data-Related Resources.

Robert S. Seiner


Would these definitions make sense as well?

Formalization of behavior around the definition, production and usage of [unstructured] data to manage risk and improve quality and usability of selected data.

Formalization and guidance for behavior over the definition, production and use of [unstructured] data and data related assets.

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• Non-Invasive Data Governance™

– The practice of:

• applying formal accountability & behavior

• through non-invasive roles & responsibilities

• to existing and / or new processes

• to assure that the definition, production & usage of data

• assures regulatory compliance, security, privacy, protection & quality.

– Non-Invasive describes how governance is applied to assure non-threatening management of valuable data assets.

– The goal is to be transparent, supportive, collaborative.

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• Non-Invasive [Unstructured] Data Governance™

– The practice of:

• applying formal accountability & behavior

• through non-invasive roles & responsibilities

• to existing and / or new processes

• to assure that the definition, production & usage of [Unstructured] data

• assures regulatory compliance, security, privacy, protection & quality.

– Non-Invasive describes how governance is applied to assure non-threatening management of valuable [Unstructured] data assets.

– The goal is to be transparent, supportive, collaborative.

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Governing Unstructured Data What Does It Mean to “Govern Data”

• [to] gov·ern [Unstructured] [data]

v. gov·erned, gov·ern·ing, gov·erns

– To make and administer the public policy and affairs [of data]

– To exercise sovereign authority [in data]

– To control the speed or magnitude [of data]

– To regulate [data]

– To control the actions or behavior [of data]

– To keep under control [data]; to restrain [data]

– To exercise a deciding or determining influence [on data]

– To exercise political authority [over data]

– To have or exercise a determining influence [over data]

FreeDictionary.com [Bob Seiner]

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• Three Easy (?) Steps:

1. Inventory

2. Meta-Data

3. Accountability

•

1. (Exercise)

2. (Model)

3. (Artifacts)

Governing Unstructured Data Simplified Process

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• Three Important Questions:

1. What Data is Unstructured ?

2. How is the Governance of Unstructured Data Different from … ?

3. Does Unstructured Data Governance Require its Own Program ?

Governing Unstructured Data Simplified Process

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• Webinar Exercise:

– List All Types of Unstructured Data

– List Where That Unstructured Data is Housed

– List Who Has Responsibility for Managing that Unstructured Data

– List the Control Obligations for the Unstructured Data

Governing Unstructured Data Unstructured Data Inventory

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• The term "unstructured data" is a misnomer based on misconception: it essentially refers to data that is not structured in tables, or spreadsheets, or whatever; mainly text, graphics, etc. But that is not unstructured, it's just different structures than tables or spreadsheets, that's all.

Fabian Pascal on TDAN.com October 2003

• What is Data?

• What is Structured Data?

• What is Unstructured Data?

Governing Unstructured Data What is Unstructured?

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• Applying Governance to Information

• Data

• Meta-Data

• Process

• Content

• Records

• Documents

• Email

• Projects

• Acquisition

Governing Unstructured Data What is Information?

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Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

• Structured Data (Data Governance)

– People & Processes

• Data

• Meta-Data

• Use of Technology

• Unstructured Data (Information Governance)

– People & Processes

• Knowledge

• Documents

• Records

• Content

• Policy

• Email

• Use of Technology

Governing Unstructured Data What is Information?

Is this the way you look at it?

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• Webinar Exercise:

– Unstructured Data Type / Format

– Unstructured Data Location

– Unstructured Data Stewards

– Unstructured Data Obligations

Governing Unstructured Data Webinar Exercise

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• Unstructured Data Type / Format

– Documents

– Records

– Content

– Knowledge

– Contracts

– Emails

– Other

Governing Unstructured Data Unstructured Data Type / Format

– What did you come up with ?

– Policies

– Graphics / Drawings / Diagrams

– Audio & Video

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• Unstructured Data Location

– Share Point

– Personal / Personnel Desktops

– Servers / Mail Servers

– Document Management Systems

– Content Management Systems

– Filing Cabinet

– Pile Management Systems (PMS)



– Devices

– Intranet Servers

– Internet Servers

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• Unstructured Data Stewards

– Traditional Steward Roles

– Operational Roles

– Tactical Roles

– Strategic Roles

– Executive Roles

– Support Roles

• Governance Team

• Information Technology



– Authors / Creators – Operational

– Reviewers / Approvers – Tactical

– Corporate Approvers – Strategic

– Support Roles

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• Unstructured Data Obligations

– Regulatory / Compliance Rules

– Data Definition Rules

– Data Production Rules

– Data Usage Rules

– Data Retention Rules

– Contractual Agreements

– Business Rules



– Classification Rules

– Handling Rules

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Governing Unstructured Data Meta-Model

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Operational Level

Operational Data Stewards (existing)

Data Definers, Producers, Users

These people are presently defining,

producing and using data as part of their

jobs. Recording of the Operational Data

Stewards will be an important enabler of

improved communications, coordination

and cooperation among stewards.

Tactical Level

Data Domain Stewards

Per assigned Subject Areas

Data Steward Coordinators

One per Business Unit

Strategic Level

Data Governance CouncilData Governance Sponsors Group

or Group of similar participation. One person, plus

alternate, for each Business Unit represented & IT.

Consider financial services & human resources.

Executive Level

Data Steering CommitteeSenior-most level knowledge of the program.

Leverage existing business structure as possible.

If no structure exists, utilize an IT Steering Committee

or an executive founded board or council.

Operational Level - Business Unit Specific

Strategic -

Enterprise

Tactical Level - Cross Business Unit

Executive

“Non-Invasive Data Governance”™ Operating Modelof Roles & Responsibilities

Escalation / A

pproval Path

Copyright © 2009 - Robert S. Seiner - KIK Consulting & Educational Services, LLC - All Rights Reserved

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Data Governance Team ManagerResponsible for Administering the Program,

facilitating use of the Data Governance Council,

communicating program components and value to the Organization.

Advisory assistance from other levels.

IT Subject Resource Experts

System/Data Resource ExpertsIT Staff including Application

Development, Data Design,

Security, and other Data

Resource Management.

Com

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KIK Consulting & Educational Services, LLC

EXISTS

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LEVERAGE

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Governing Unstructured Data

Roles & Responsibilities

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Governing Unstructured Data Roles & Responsibilities

Operational – Regional or Local

Strategic

Enterprise

Tactical – Global

06-06-2011

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Strategic Level

Information Governance Council *

Executive Level

Information Governance Steering Commitee

Tactical Level

Operational Level


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06-06-2011

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Strategic Level


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Tactical Level

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Strategic Level


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Strategic Level


Executive Level


Tactical Level

Operational Level

Data Scope

Executive Level (Information Governance Steering Commitee) and Strategic Level (Information Governance Council) are the same

Data Unstructured Data Process Technology

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Governing Unstructured Data Common Data Matrix

[Unstructured]

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Governing Unstructured Data Unstructured Data Matrix

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Governing Unstructured Data Applying Governance

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Governing Unstructured Data Applying Governance

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• Focused Business & Governance Activities

1. Identify the [Unstructured] Data that you will govern for this initiative

2. Identify the Data Domains, Subject Areas, Functions, … for that data

3. Identify Sources / Occurrences / System of Record … for that data

4. Complete Unstructured Data Matrix … for that data

5. Identify / Recognize Data Domain Stewards … for that data

6. Identify / Recognize Operational Data Stewards … for that data

7. Record Governance Issues Associated … with that data

8. Prioritize Governance Issues … for that data

9. Complete Governance Accountability / Activity Matrix … for that data

10. Address Governance Issues … for that data

Governing Unstructured Data KIK Start in a Non-Invasive Way

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• Real-World Data Governance – Monthly Webinar Series

– May 17, 2012 – Data Governance, Big Data and the Cloud – 2pm EST

– June 21, 2012 – Setting Appropriate Business Expectations – 2pm EST

– Topics for July, August & September to be announced soon!

Governing Unstructured Data Coming Up

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• Webinar Summary

– Defining Unstructured Data & Unstructured Data Governance

– What Does It Mean to “Govern [Unstructured] Data”?

– [Unstructured] Data Governance Roles & Responsibilities

– Applying [Unstructured] Governance in a Non-Invasive Way

• Questions & Answers

Governing Unstructured Data Wrap Up

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• Robert S. Seiner

KIK Consulting & Educational Services – KIKconsulting.com

The Data Administration Newsletter – TDAN.com

Post Office Box 112571, Upper St. Clair, Pennsylvania 15241

412.220.9643, 412.220.9644 (Fax)

[email protected]

[email protected]

Governing Unstructured Data Contact Information

real world data governance governing unstructured data

Technology

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data governance professionals

unstructured data needs

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