How to Build an Information Governance Program in Seven Steps

Hi!👋 Welcome to Advanced Access. This week, why you need a defined information governance (IG) program and how to build one in only seven steps. Read on to discover how to craft a futureproof IG program that ensures your organization is compliant and successful.

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Information governance (IG) is a dynamic and ever-changing discipline essential for effective business information management. As regulations tighten and the volume of information generated continues to surge, businesses face increasing challenges in managing information while ensuring compliance with stringent privacy laws. The consequences for non-compliance are severe—including hefty fines, litigation, and potential business closure; therefore, organizations need to recognize IG’s crucial role in fostering long-term growth and success.

Continue reading to discover more about information governance, why it is an essential component of information management, and strategies to optimize your program for future scalability.

What is Information Governance?

The Information Governance Initiative (IGI) defines IG as “the activities and technologies organizations employ to maximize the value of their information while minimizing associated risks and costs.” Simply put, it is the framework for securely, confidentially, and efficiently managing paper and electronic information.

IG encompasses all physical and digital files, including employee documents, accounts payable records, websites, client data, emails, social media, and other forms of information. It also covers the policies, procedures, structures, and processes organizations must follow when creating, managing, and sharing this information.

Why is the Information Governance Process Important?

Statistics show that 2.5 quintillion bytes of data are created daily, and 90% of the world’s information was created in the last two years; therefore, regularly monitoring and evaluating your organization’s data is essential for successful information management.

A holistic IG program allows you to manage the massive growth of content across multiple repositories while navigating the complexities of ever-evolving data privacy laws and eDiscovery regulations. Waiting until an audit or data breach occurs before prioritizing the IG process can be costly in terms of time, resources, and data integrity. By building a robust and trustworthy IG framework now, you can safeguard your organization from internal and external security risks, ensuring operational efficiency and regulatory compliance for the future.

How to Build an Information Governance Program in Seven Steps

Planning for the future starts now. Many organizations believe adapting to change as it comes is enough; this is not the case with IG. To ensure your organization is well-prepared for long-term success, you must be proactive and begin laying the groundwork today to protect against potential security risks, natural disasters, data loss in a merger or acquisition, audits, or litigation.

Begin building a successful IG program that is future-proof by following these key steps:

1. Conduct a records management audit

As technology evolves and data creation increases, a well-planned strategy is essential. A records management audit evaluates current processes to identify information types, ensure compliance, and establish effective policies for record retention. If you need help starting the audit, bringing on a consultant to assist with a gap analysis and provide advice on new regulations may be beneficial.

2. Convert paper files into digital files

Secure and compliant document management is crucial as we move toward a paperless world. Embracing digital transformation by converting paper files to digital ones improves information tracking and retrieval and provides backups in the event of an accident or natural disaster such as a hurricane, flood, or fire.

3. Establish an IG committee

If your company lacks an IG committee to handle information management decisions, creating one is strongly advised. Industry standards recommend including executives for IG policy decisions and subject matter experts who have the resources and knowledge to manage daily operations.

4. Update organizational procedures and processes

Regularly maintaining and updating your organizational procedures and processes will ensure your business remains current with local, state, and federal guidelines. Reviewing and adjusting these internal policies quarterly will keep your business compliant.

5. Centralize your document management processes

As changes and regulations continue to shape future IG, having a safe and secure document management system is more important than ever. Investing in document management software and systems will create efficiencies, save time, and keep you compliant with the changing times.

6. Develop protocols for keeping different departments informed

As you create procedures and policies or make changes to your IG processes, your business must have protocols to keep departments across your organization informed. Legal, records, and IT departments often work in silos and may be unaware of shared initiatives and agendas. Rolling out specific action plans for informing different departments will streamline communications and keep everyone on the same page.

7. Provide ongoing employee training

Your IG policy succeeds only if leaders and employees understand and follow it. Regular training sessions and updates on record management and procedural changes are essential for keeping everyone informed.

Partner with Access to Create a Successful Information Governance Program

Developing a robust IG program requires time and commitment, and Access is here to help. At Access, we go beyond being a mere records storage provider; we act as your dedicated partner in managing information seamlessly from creation through its entire lifecycle.

Access offers various solutions to help build a successful information governance program. Establishing a robust IG policy is just the starting point. Our process initiates with a thorough audit and assessment of current information management policies, processes, and documentation. From there, we develop and deploy a tailored IG framework to fill gaps, strengthen weaknesses, manage change, and devise a roadmap for successful implementation.

Are you ready to start building your IG program for the future? Contact us today to get started. Our representatives will guide you on tailored solutions for your organization, help you identify information management objectives, and teach you how to prioritize critical steps to achieve your goals.