Isn't it fun to have a new gig? My new gig is being a student of Information Governance. I have been in the Document Imaging industry for over 20 years and have spent countless hours analyzing and building Taxonomies. But the concept of Information Governance is something we avoided, or maybe not avoided, but certainly didn't embrace.
I recently stepped outside my comfort zone from a career standpoint and immersed myself in a new part of this industry. This has opened my eyes to Information Governance and its importance.
Candidly, and maybe a little sarcastically, I thought Information Governance was just another buzz word to make Records Management sound more relevant and also to be inclusive of digital content. And of course, to give the industry something new to market.
I was quickly enlightened and here are the 6 things I have learned about Information Governance, thus far:
- My previous view was very narrow. Information Governance is real and much more relevant than I ever imagined.
- It is very much related to Records Management because it incorporates the retention and disposition of the record. But it is so much more than that and this is where it gets interesting based on my background in Document Imaging. Information Governance also includes managing the meta-data on the records, tracking the records across many different systems and platforms, and defining, managing and enforcing a lifecycle for the records.
- Meta-data, the right platform and managing typically involves some form of Document Imaging. The core of most document Imaging systems is to store data electronically, apply meta-data and to implement workflow for automating processes.
- I surmise that Information Governance is at the crossroads of Document Imaging and Records Management. Yes, that is a simplistic view and I am sure many experts will adamantly disagree, but remember, I said I am a "student" of Information Governance. Therefore, as I learn, I get to change my mind.
- On a more serious note, Information Governance is only as good as the actual policies that are defined. For a policy to be effective, the data must be classified (e.g. meta-data) appropriately. This is where Document Imaging can play into the mix because it does meta-data very well. In addition, even if a policy is defined and applied to the record appropriately, it doesn't do any good if the policy isn't respected and effective. This is where Records Management software completes the picture. RM solutions assist organizations in ensuring the policies are implemented and enforced.
- Does Information Governance require both Document Imaging and Records Management? Certainly not, but the combination of those two technologies can certainly provide a good solution for an organization looking to implement a solution around Information Governance.
I will keep you posted on my journey. There are unanswered questions that still qualify me as a "student", such as:
- Paper versus digital as it relates to Information Governance, and why research says it is more successful on digital content
- Why are there so many organizations that don't want to get rid of their File Shares? They just want a better way to manage them
No matter where you are on your journey, our white paper on managing records in multi-system organizations can help you along. Click below to download!