1. Implement Information Lifecycle Management
Position information lifecycle management as a regulatory insurance policy and ensure the most critical business processes have adequate coverage.
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2. Table of Contents
1. Succeed with Information Lifecycle Management (ILM)
2. Structure the ILM Project
Template: Information Lifecycle Management Project Charter Template
3. Determine Your ILM Complexity
Tool: Information Lifecycle Management Planning Tool
4. Conduct an ILM Business Process Assessment
5. Build an ILM Landscape
Template: Information Lifecycle Management Resourcing Plan
Template: Information Governance Charter
Template: Information Lifecycle Management Policy
Template: Records Retention Schedule
Template: Information Disposition and Retention Policy
Tool: Project Metric Tracking Tool
Template: Communications and Training Planning Template
Template: Information Catalog and Analytics Template
Template: Information Lifecycle Management Audit Template
Template: Information Lifecycle Management Solution Evaluation Template
Tool: Project Planning and Monitoring Tool
6. Workshop Deck
7. Appendices

3. This research is not intended as a replacement for legal counsel
This document is intended to supply general information only, not specific professional or personal advice. It is not intended to be used as a substitute for any kind of legal advice.
The legislation affecting IT and business compliance can be extremely complex, combining laws on a municipal, state/provincial, and federal level.
Organizations that are heavily affected by industry-specific regulatory requirements often require a full- time role to interpret and enact legislation.
The complexity of law is such that enterprises should consult with internal legal counsel, and in some cases seek out external legal counsel with expertise in industry-specific legislation.

4. Info-Tech is ready to assist. Book a free guided implementation today!
Book a Guided Implementation Today: Info-Tech is just a phone call away and can assist you with your project. Our expert Analysts can guide you to successful project completion. For most members, this service is available at no additional cost.*
Here are the suggested Guided Implementation points in the Information Lifecycle Management project:
GI Point 1: Structure the ILM Project
Review the ILM project charter to ensure you have the resources required to complete the project and discuss strategies for getting executives to support and participate in the project.
GI Point 2: Determine Your ILM Complexity
Discuss the major drivers of your ILM complexity and the results of your assessment. Review the different approaches to ILM and determine the best approach for your organization.
GI Point 3: Conduct an ILM Business Process Assessment
Determine the ideal business processes to be included in the ILM project. Discuss the results of the current and target state business process assessment and the ILM capability gaps identified.
GI Point 4: Build an ILM Landscape
Review any of the ILM documentation you have completed, including: ILM Resource Plan, Information Governance Charter, ILM Policy, Records Retention Schedule, Information Disposition and Retention Policy, Communication and Training Plan, or ILM Audit Checklist.
*Guided Implementations are included in most advisory membership seats.

5. Succeed with Information Lifecycle Management
Succeed with ILM
Structure the ILM Project
Determine Your ILM Complexity
Conduct an ILM Business Process Assessment
Build an ILM Landscape
Recognize the pains of inadequate ILM.
Review real life examples of poor ILM.
Identify the challenges associated with implementing ILM.
Understand Info-Tech’s approach to ILM.
Recognize the benefits of ILM.
Gauge your readiness to implement ILM.

6. Succeed with Information Lifecycle Management1
Succeed with Information Lifecycle Management
Activities in this step
Recognize the pains of inadequate ILM.
Review real life examples of poor ILM.
Identify the challenges associated with implementing ILM.
Understand Info-Tech’s approach to ILM.
Realize the benefits of ILM.
Gauge your readiness to implement ILM.
Should my organization be implementing ILM?
Key Question
Key Insight
Organizations should address ILM at the business process level in order to capture a holistic view of the information across different functional groups. Focus on just the most critical business processes in your organization because these processes will yield the vast majority of the ILM benefits.
CIO
Team Members
Section Outcomes
Clear grasp of the consequences of inadequate ILM.
Understanding Info-Tech’s ILM methodology.
Comprehension of benefits related to ILM.
Go/No Go decision for project.

7. Our Understanding of the Problem
CIOs looking to formally implement information lifecycle management (ILM) and ensure regulatory compliance.
CIOs hoping to improve current ILM practices and as a result reduce storage costs, improve the time to information, and enable employees to make better decisions.
Create awareness and support at the executive level for ILM.
Identify the most critical business processes in your organization in need of ILM.
Assess current ILM efforts for any deficiencies.
Build an ILM landscape that addresses the people, processes, and technologies required to effectively implement ILM.
Infrastructure Directors managing the retention, storage, and destruction of information.
Create a records retention schedule and an information retention and disposition policy.
Manage information metadata, access, and security.
Evaluate different information management and archival applications.

8. Executive Summary
With the growth of unstructured information, the mounting regulatory pressures, and the rise of shadow IT, organizations can no longer afford to put ILM on the back burner. Without ILM, organizations experience long wait times for information, information leakages, uninformed decision making, and hefty fines for incompliance.
Organizations should address ILM at the business process level in order to capture a holistic view of the information across different functional groups.
Focus on just the most critical business processes in your organization because these processes will yield the vast majority of the ILM benefits.
ILM must be a partnership between the legal team and IT. Working together, these groups have a holistic understanding of the opportunities and constraints facing the organization.
The number one reason that ILM initiatives fail to deliver value is because organizations over-scope the project and aim for perfection. Trying to tackle every type of information in the organization at once will overcomplicate the project, prevent progress, and ultimately hurt the momentum for ILM. On top of that, getting the business units to actually care about ILM during and after the project takes considerable effort.
Do not take a tool first approach to ILM. Organizations must first address the ILM people and process components before committing to an information management application. Ultimately, the people and processes will drive technology needs.
Analyze ILM at the business process level by creating business process diagrams and identifying all of the information created as a result. Then, for each information artifact, determine the level of care to be provided by stipulating the retention, metadata, and security requirements.
Assess the current and target level of care being provided at the business process level and develop a plan to remedy the gaps by implementing ILM polices, a communication plan, a training plan, success metrics, and audits.
Organizations implementing ILM can expect to experience: a 15-30% lower total cost of ownership for future storage, 2.65x less money wasted on noncompliance, and a 30% increase in professional staff productivity.

9. Don’t wait until a heavy sanction is issued to start thinking about information lifecycle management – take action now
Information lifecycle management (ILM) is a comprehensive approach for managing information from creation to disposition. The topic covers how information is created, used, distributed, retained, and destroyed. The primary goals of ILM are to ensure compliance requirements are met, improve the process for locating records, and decrease storage costs.
With the growth of unstructured information, the mounting regulatory pressures, and the rise of shadow IT, organizations can no longer afford to put ILM on the back burner. Therefore, it is imperative that the CIO and other senior executives champion the development of policies and procedures to implement and enforce ILM across the organization.
14%
of organizations have been fined or suffered poor publicity as a result of accidental loss or exposure of customer or staff-sensitive data.
21%
of organizations have been disciplined or have dismissed employees for failure to comply with governance policies.
31%
of organizations have had issues with regulatory authorities or auditors (not court-based) due to lack of complete electronic information.
The Cost of Non-Compliance
A study conducted in 2011 by the Ponemon Institute estimated the average cost associated with being noncompliant with information requirements was $9,368,351 over a 12-month period. This figured amounted to $820 per employee within the organization. Ask yourself, “How much does $820 per employee amount to in my organization?”
18%
of organizations have had the validity and completeness of their electronic records, trails, or records-keeping policies questioned in court and it affected the outcome.
Source: Ponemon Institute
Source: AIIM Market Intelligence

10. Just ask these organizations…
Failure to retain records
Boehringer Ingelheim Pharmaceuticals was ordered to pay a nearly $1 million fine after a judge ruled it failed to preserve files crucial to the company’s upcoming litigation against its blood thinner Pradaxa.
Source: drugwatch.com
Failure to comply with Payment Card Industry Data Security Standard (PCI DSS)
Massachusetts v. Briar Group, LLC – The Briar Group LLC, which runs a chain of restaurants, paid $110,000 to resolve allegations that the it failed to take reasonable steps to protect diners’ personal information and put at risk tens of thousands of credit and debit card information.
Source: databreaches.net
Failure to comply with Health Insurance Portability and Accountability Act (HIPAA)
A Massachusetts General Hospital employee took work home with them and accidentally left 192 paper billing records on the subway. As a result the organization was fined $1 million and underwent a three-year corrective action plan with unprecedented oversight from the Office for Civil Rights.
Source: hss.gov
Failure to implement a timely litigation hold
Apple vs. Samsung – The South Korean multinational conglomerate, Samsung Group, was sanctioned by the court for failing to disable its automated deletion feature after it should have reasonably anticipated Apple’s lawsuit.
Source: Lexology

11. Even before the sanctions are issued the pains of inadequate ILM can be seen across the organization and felt by the CIO
I just assumed IT knew about our regulatory requirements.
If IT provided me with better information, I could make better decisions.
How could you delete those s? I need them.
How could you allow any user to access that information?
Our CRM runs so slowly. Can’t IT speed it up.
IT is spending too much money on storage.
I can’t believe it takes so long to locate a document.
These backups are taking too long and interfering with operations.
IT is not responsible for understanding the legal and regulatory requirements facing the organization; however, as the custodian of the information, IT is in an excellent position to champion the ILM project and benefit from its success. The CIO should look at the ILM project as an opportunity to eliminate a major point of frustration in their daily activities while simultaneously improving their reputation as a strategic partner by reducing costs and risk exposure for the organization.

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