When does information governance matter?

The answer is that good and successful information governance continues throughout the lifetime of an ERM program or initiative.  It starts when the initiative begins.  After it has started, the project team and others develop the records management environment, usually with a program or a series of projects, to implement the ERM system.  A Corporate Records Management function will need to be created, if one does not already exist.  Positions will need to be filled and the records management instruments will need to be developed.  Records Management Instruments, according to ISO 15489, include a records classification scheme, metadata model, security and access controls, controlled vocabulary and a retention schedule, associated with the records classification scheme.

At some point, often a year or two after the ERM implementation starts (usually less for small installations), the ERM environment goes live. 

After that point, the records management instruments are used for real, and continue to be used for many years.  In fact, for a much longer period than the implementation during which they were developed.  During this time, records will be migrated to the new ERM system.  It is over this extended period of development and use, that good governance over the information must be ensured, and over the ‘Instruments’ used to operate the whole ERM Environment.

So, while most energy during an ERM implementation project are focussed on the relatively short-term implementation tasks, it is important to remember that the post-implementation period will be much longer, and itself needs to be the focus of governance efforts.

Good Information Governance should continue throughout the lifetime of an ERM initiative, and hence create a sound foundation for an organization’s compliance with legislative and regulatory requirements, and delivery of the envisaged productivity benefits.

By Carl E. Weise

Comments

[Larry]

I'm not sure I agree with this position. Consideration should actually be given to putting the horse before the cart.

Proper information governance is required irrespective of the existence of an ERM. An ERM is simply the addition of a tool set intended to assist with the governance of information.

The ISO 15489 components you identified as "RM Instruments" are necessary to ANY effective RIM Program, whether it's managed in a strictly paper environment through the use of manual logs physically, or through the use of RM "tools" offered by any number of vendors to assist in managing information.

Every organization, no matter how small or large it is should implement a sound RIM program to ensure it's information assets are managed according to a governance model appropriate for their line of business and in compliance with their regulatory oversight.

Those organizations that elect to wait until they are deploying some form of a technological means to gain control of their information assets are FAR BEHIND the curve, and should consider the development of a formal records management program irrespective of an ERM "initiative".

Whether they have a formal records management function or not, they are still responsible for compliance with requirements for managing information in compliance with regulations. For this reason, I feel the RM Program "horse" should be purchased long before seeking an ERM "cart" for it to pull.

Larry Medina