Jon Dedman looks at how you can control and manage information governance
With the constant increase in the types of information assets held across an organization, control, management and governance of these assets has become an ever-increasing challenge. Finding the right solutions to solve or minimize these challenges and to make the most of related opportunities is a goal many organizations are pursuing.
So in a world of constantly growing digital footprints, where can such a solution start? Understanding what data assets are held poses the first hurdle. Many different channels capture and process different types of information in to different repositories, which leads to data duplication. To more effectively manage the process of maintaining all this information and ensuring it is consistent, the simplest solution is to hold all of the data in a single repository. This repository can then act as a hub for an organization’s data, creating efficiencies in storage, minimizing duplication and offering a simpler structure for maintaining and enforcing security around data.
After collating and structuring the data, the next hurdle is understanding exactly what is held and whether it is held correctly. Regulations dictate that data should not be held for too long, that data should be removed or alternatively held for legal reasons and never removed while required. The repository should provide mechanisms for the correct retention of data and having the data in a structured repository simplifies the process of managing this.
However, this is only effective if you know what data is held. Traditionally, document management systems are very good at giving an organization an understanding what data is present but not so good at analyzing gaps in the data. Do you have up-to-date documents? Do you have the necessary data to perform a process? Do you have sufficient documents where a process calls for multiple documents of a particular type? A system that can provide this level of information around data held allows individual processes to run more effectively and give a high-level compliance overview of how data is managed in the organization.
Since there are likely many other systems that need to interact with the data in the repository, integration will be a core part of any solution. Proper integration allows the lifecycle of the data to be tightly managed and controlled while supporting the need for data to be accessed during ongoing processes. Integration will also allow for the data to be shared between systems, reducing the need for many systems to be synchronized.
Lastly, there are a huge number of processes that use the data held in a repository. These can be processes automated by other systems or manual processes that are time-consuming and laborious. More efficiencies can be gained by supporting the automated processes or replacing manual processes by a solution that can handle simple sub processes such as approval processes or quality checks.
DataStoreDSX can help implement all of these areas, achieving greater flexibility and increased efficiencies across an organization.