Information Governance James Willson-Quayle 22 April 2015

Information Management Spectrum SharePoint: Shared Workspaces and Calendaring, Updates, Discussions/forums, SME Registry, RSS feeds, Bulletin boards, EIS Optics Portal Homepage Org. Webparts Virtual Meetings, Training, Desktop Sharing Chat: Real time presence, Instant Messaging, Chat Rooms Electronic Records Archived Workflow Packages Selected Legacy Content Information Systems Visibility Textual Records Defined Discovery Process Journaling (“Capstone” Approach) PST/Archiving Tiered Storage Periodic Drive Cleanup Search Business Process Management Search Business Intelligence Tool Workflow Capture Desktop & Collaboration Portals (SharePoint 2013 & Virtual Meetings, etc.) Data (Workflow Capture & Legacy Content) Enabler #2 Data Analytics Tool:  Auto Tagging  Auto Categorization  De-duplification  Content Management  Content Migration Enabler #1 Information Governance:  Site/Document Ownership  Access / Permissions Sets  Default to Visibility/Access  Metadata Requirements  Site Provisioning  Document Library Size & Structure  Roles and Responsibilities  Storage Management  IGB  PRB and CCB

Information Management & Governance Supporting Functions Research & “Finding” Data reuse Archiving Decision Support Records/Content Agency Sub-Agency Federal government Capstone System certification Security/FOIA/PII, etc. Legal Discovery Directives/Policy Desk side Assistance/Ask an Expert or Researcher Tool configuration Paper and EIS Best Practices Collaboration Content Management Help Desk Internal and External Use and Management Admin/Mgt Control Governance Access Corporate Memory IM & KM Services Business Use Statutory Compliance

Information Governance Plan Problem Statement: – Legacy content, growth of daily operational information, and new and anticipated big data are too much for one system, tool, individual or even single organization to manage. – Information currently “stove-piped”; access and discoverability difficult – Resources limited (time, staff, and money) Partial Solution: Governance Plan – Set up Roles, Responsibilities, & Rules of the road – Monitor Compliance/Enforce Policy

Information Governance Board & Charter #1 Key to Success: Creating the Proper Organizational Structure/Hierarchy – Creation of Info Governance Board (IGB) Purpose: Manage info as strategic asset Function: Single Governance Forum for IM, IT,IRM policy – Networks/infrastructure – IM/IT programs of records – PII, Identity Management, Security – IM/IT workforce capabilities and resource issues Roles: – Principle membership: Major components – Adjunct membership: Secondary components – Together: Coordinating group at GS-15 level – Reports to Agency Head Working Group – Legal – Security – Records – CIO/IT – End User Reps

Address Critical Governance Issues # 2 Key to Success: Addressing Critical Issues Before They Become Problems Each organization has its own culture and dynamics, however some commonalities can be found: Storage Location & Costs – where, and who pays? Training Communication Plan Migration Legacy content Management of s Configuration changes Customization changes Monitoring success/failure via metrics Linkage with other tools/systems

Site Management # 3 Key to Success: Creating a Flexible Yet Uniform End User IM Experience – Site Owners – Site Administrators – Records/Content Owners – Structured Sites Templates? – Project Sites – Team Sites – Workflow processes – Folder structure – Links/calendars/webparts – SharePoint Doc Libraries & MySite – Record Capture

Records Management # 4 Key to Success: Get Into the RM Weeds – Record Type – Primary or other (i.e. FOIA) – Retention Policy Record series #, subject identification, handling instructions, retention policy Bucket schedule – Similar Records/Similar Retention/Flexible – i.e. 6 mos, 3 yrs, 7-10 years, 10 years, Permanent

Metadata Requirements # 5 Key to Success: Planning for Access & Discoverability – Name* – auto – Title* – free text – Subject* – drop down – Retention* – drop down – Originator* - auto – Free Text – Caveats/Special Handling * Required Fields

Caveats/Special Handling PII FOUO GovOnly LES NOFORN SSS CUI Proprietary Financial Info Contract Info HIPAA other # 6 Key to Success: Plan for Protecting Information

Sustainability # 7 Key to Success: Maintaining the Eco-System Information Governance is a process, not an end- state. As people change, and processes and technology improve, InfoGov must be revised. Monitoring compliance, altering and enforcing policy when needed, and applying metrics to determine where improvements should be made, requires agency resources and a long term commitment.

Questions???