ACKNOWLEDGMENTS
by Robert F. Smallwood
Information Governance: Concepts, Strategies, and Best Practices
- Cover Page
- Title Page
- Copyright
- Dedication
- CONTENTS
- PREFACE
- ACKNOWLEDGMENTS
- PART ONE: Information Governance Concepts, Definitions, and Principles
- PART TWO: Information Governance Risk Assessment and Strategic Planning
- CHAPTER 4: Information Risk Planning and Management
- Step 1: Survey and Determine Legal and Regulatory Applicability and Requirements
- Step 2: Specify IG Requirements to Achieve Compliance
- Step 3: Create a Risk Profile
- Step 4: Perform Risk Analysis and Assessment
- Step 5: Develop an Information Risk Mitigation Plan
- Step 6: Develop Metrics and Measure Results
- Step 7: Execute Your Risk Mitigation Plan
- Step 8: Audit the Information Risk Mitigation Program
- Notes
- CHAPTER 5: Strategic Planning and Best Practices for Information Governance
- CHAPTER 6: Information Governance Policy Development
- A Brief Review of Generally Accepted Recordkeeping Principles®
- IG Reference Model
- Best Practices Considerations
- Standards Considerations
- Benefits and Risks of Standards
- Key Standards Relevant to IG Efforts
- Major National and Regional ERM Standards
- Making Your Best Practices and Standards Selections to Inform Your IG Framework
- Roles and Responsibilities
- Program Communications and Training
- Program Controls, Monitoring, Auditing, and Enforcement
- Notes
- CHAPTER 4: Information Risk Planning and Management
- PART THREE: Information Governance Key Impact Areas Based on the IG Reference Model
- CHAPTER 7: Business Considerations for a Successful IG Program
- Changing Information Environment
- Calculating Information Costs
- Big Data Opportunities and Challenges
- Full Cost Accounting for Information
- Calculating the Cost of Owning Unstructured Information
- The Path to Information Value
- Challenging the Culture
- New Information Models
- Future State: What Will the IG-Enabled Organization Look Like?
- Moving Forward
- Notes
- CHAPTER 8: Information Governance and Legal Functions
- Introduction to e-Discovery: The Revised 2006 Federal Rules of Civil Procedure Changed Everything
- Big Data Impact
- More Details on the Revised FRCP Rules
- Landmark E-Discovery Case: Zubulake v. UBS Warburg
- E-Discovery Techniques
- E-Discovery Reference Model
- The Intersection of IG and E-Discovery
- Building on Legal Hold Programs to Launch Defensible Disposition
- Destructive Retention of E-mail
- Newer Technologies That Can Assist in E-Discovery
- Defensible Disposal: The Only Real Way To Manage Terabytes and Petabytes
- Retention Policies and Schedules
- Notes
- CHAPTER 9: Information Governance and Records and Information Management Functions
- Records Management Business Rationale
- Why Is Records Management So Challenging?
- Benefits of Electronic Records Management
- Additional Intangible Benefits
- Inventorying E-Records
- Generally Accepted Recordkeeping Principles ®
- E-Records Inventory Challenges
- Records Inventory Purposes
- Records Inventorying Steps
- Ensuring Adoption and Compliance of RM Policy
- General Principles of a Retention Scheduling
- Developing a Records Retention Schedule
- Why Are Retention Schedules Needed?
- What Records Do You Have to Schedule? Inventory and Classification
- Rationale for Records Groupings
- Records Series Identification and Classification
- Retention of E-Mail Records
- How Long Should You Keep Old E-Mails?
- Destructive Retention of E-Mail
- Legal Requirements and Compliance Research
- Event-Based Retention Scheduling for Disposition of E-Records
- Prerequisites for Event-Based Disposition
- Final Disposition and Closure Criteria
- Retaining Transitory Records
- Implementation of the Retention Schedule and Disposal of Records
- Ongoing Maintenance of the Retention Schedule
- Audit to Manage Compliance with the Retention Schedule
- Notes
- CHAPTER 10: Information Governance and Information Technology Functions
- CHAPTER 11: Information Governance and Privacy and Security Functions
- Cyberattacks Proliferate
- Insider Threat: Malicious or Not
- Privacy Laws
- Defense in Depth
- Controlling Access Using Identity Access Management
- Enforcing IG: Protect Files with Rules and Permissions
- Challenge of Securing Confidential E-Documents
- Apply Better Technology for Better Enforcement in the Extended Enterprise
- E-Mail Encryption
- Secure Communications Using Record-Free E-Mail
- Digital Signatures
- Document Encryption
- Data Loss Prevention (DLP) Technology
- Missing Piece: Information Rights Management (IRM)
- Embedded Protection
- Hybrid Approach: Combining DLP and IRM Technologies
- Securing Trade Secrets after Layoffs and Terminations
- Persistently Protecting Blueprints and CAD Documents
- Securing Internal Price Lists
- Approaches for Securing Data Once It Leaves the Organization
- Document Labeling
- Document Analytics
- Confidential Stream Messaging
- Notes
- CHAPTER 7: Business Considerations for a Successful IG Program
- PART FOUR: Information Governance for Delivery Platforms
- CHAPTER 12: Information Governance for E-Mail and Instant Messaging *
- Employees Regularly Expose Organizations to E-Mail Risk
- E-Mail Polices Should Be Realistic and Technology Agnostic
- E-Record Retention: Fundamentally a Legal Issue
- Preserve E-Mail Integrity and Admissibility with Automatic Archiving
- Instant Messaging
- Best Practices for Business IM Use
- Technology to Monitor IM
- Tips for Safer IM
- Notes
- CHAPTER 13: Information Governance for Social Media *
- Types of Social Media in Web 2.0
- Additional Social Media Categories
- Social Media in the Enterprise
- Key Ways Social Media Is Different from E-Mail and Instant Messaging
- Biggest Risks of Social Media
- Legal Risks of Social Media Posts
- Tools to Archive Social Media
- IG Considerations for Social Media
- Key Social Media Policy Guidelines
- Records Management and Litigation Considerations for Social Media
- Emerging Best Practices for Managing Social Media Records
- Notes
- CHAPTER 14: Information Governance for Mobile Devices *
- CHAPTER 15: Information Governance for Cloud Computing *
- CHAPTER 16: SharePoint ® Information Governance *
- CHAPTER 12: Information Governance for E-Mail and Instant Messaging *
- PART FIVE: Long-Term Program Issues
- CHAPTER 17: Long-Term Digital Preservation *
- Defining Long-Term Digital Preservation
- Key Factors in Long-Term Digital Preservation
- Threats to Preserving Records
- Digital Preservation Standards
- PREMIS Preservation Metadata Standard
- Recommended Open Standard Technology-Neutral Formats
- Digital Preservation Requirements
- Long-Term Digital Preservation Capability Maturity Model ®
- Scope of the Capability Maturity Model
- Digital Preservation Capability Performance Metrics
- Digital Preservation Strategies and Techniques
- Evolving Marketplace
- Looking Forward
- Notes
- CHAPTER 18: Maintaining an Information Governance Program and Culture of Compliance *
- CHAPTER 17: Long-Term Digital Preservation *
- APPENDIX A: Information Organization and Classification: Taxonomies and Metadata *
- Importance of Navigation and Classification
- When Is a New Taxonomy Needed?
- Taxonomies Improve Search Results
- Metadata and Taxonomy
- Metadata Governance, Standards, and Strategies
- Types of Metadata
- Core Metadata Issues
- International Metadata Standards and Guidance
- Records Grouping Rationale
- Business Classification Scheme, File Plans, and Taxonomy
- Classification and Taxonomy
- Prebuilt versus Custom Taxonomies
- Thesaurus Use in Taxonomies
- Taxonomy Types
- Business Process Analysis
- Taxonomy Testing: A Necessary Step
- Taxonomy Maintenance
- Social Tagging and Folksonomies
- Notes
- APPENDIX B: Laws and Major Regulations Related to Records Management
- APPENDIX C: Laws and Major Regulations Related to Privacy
- GLOSSARY
- ABOUT THE AUTHOR
- ABOUT THE MAJOR CONTRIBUTORS
- INDEX
I would like to sincerely thank my colleagues for their support and generous contribution of their expertise and time, which made this pioneering text possible.
Many thanks to Lori Ashley, Barb Blackburn, Barclay Blair, Charmaine Brooks, Ken Chasse, Monica Crocker, Charles M. Dollar, Seth Earley, Dr. Patricia Franks, Randy Kahn, Paula Lederman, and Barry Murphy.
I am truly honored to include their work and owe them a great debt of gratitude.
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