Groundhog Day has come and gone. Whatever the prognostication Spring is definitely on the way! This signals the ancient tradition of Spring Cleaning! It’s time to open the house up and get rid of the refuse that has gathered over the winter months. The same goes for all organizations. Information Governance Professionals should take a hint from human nature and have their own Spring Cleaning Day to review the existing files and, following the Records Retention Schedule.
Posts by Robin Woolen:
Information governance should be part of the annual training regime at every organization right along with safety and sexual harassment. In many organizations, these types of sessions are required for compliance. For others, it is recommended as a standard business process. Regardless, information governance should be part of the curriculum. If this is not the case in your organization you should be meeting with your training department staff immediately and bring it to their attention.
“Hacks” and Identity Theft have been around for a very long time, but over the past few years, the hackers have changed tactics and are targeting whole systems for attack. Ransomware is the latest incarnation of this where clicking on a single email can launch an attack that will lock down an entire organization and render their computer inaccessible until a “ransom” is paid to the hacker for the promise of an access code to unlock the system.
It seems that everyone is moving to the cloud these days. A recent Gartner report stated that 75 percent of all databases will be deployed or migrated to the cloud by 2022, with just 5 percent ever considered for return to on-premise servers. Gartner goes on to say that this trend is mainly around analytics databases and software-as-a-service (SaaS) applications. That’s a lot of vital data moving out of on-premise server rooms and being handed over to third party vendors!
So what did your organization do to observe Earth Day this year? Have a big awareness campaign for their recycling program? Turn off half the lights in the building to conserve energy? I’ve experienced all of these and they are all very admirable, but I’ve got a suggestion that will really make a difference for the long-term plan that every organization has as a strategic goal for this year: create a strategic storage plan!
Most organizations have been using Microsoft’s Exchange in the Cloud for quite some time and many of them have bought into Office 365 for the price point alone. A recent trend is to fully adopt the Office 365 environment, scale back the traditional on-premise server farms and move everything to the Cloud as part of an overall digital transformation of the workplace. This is a noble endeavor, but invariably there are issues mainly around what to do with all the “valuable” stuff people are hoarding in their personal files. Can we all agree that we all have our secret stash in our network shares that we don’t want to give up?
A new year means new beginnings and for the Information Governance Professional, it’s no different. It’s also time to get rid of your old files. This is the time of year when most organizations purge their archives of files that have reached their retention date. Many organizations prefer to use the generic month of January as a default disposition date for all records that can be disposed of in a given year, basically to get it over with. Regardless of when you do it, the important thing is that you follow the Retention Schedule and the Disposition process.
I’m going to limit this month’s Frequently Asked Questions article to address a one really big issue Information Governance Professionals come up against everywhere – organizations are installing software faster and, many times, unbeknownst to anyone in the Information Governance group. This is not a criticism of the Information Technology department. They have a job to do solving critical business issues for the organization and keeping up with the maintenance of everything they already have in place.
If you’ve been working in the Information Governance field for a while there are certain questions that continue to pop up. Some you will have a standard answer for and some that will change over time as technology or best practices evolve. In this article I would like to continue the series and give you another question and how I answer it so you can be ready for them as well.
As more organizations integrate both Business Intelligence and Artificial Intelligence into their data infrastructure, what is the best path to implement these systems into the daily business process?