Adopting a human-centric approach to information governance profoundly enhances organizational effectiveness by fostering accountability and encouraging responsible data management. This strategy engages all members, clarifies roles, and fosters superior information stewardship and a culture of compliance.
This first part of our 5-step guide “5 Steps to Revitalize Information Governance Stewardship” focuses on shifting mindsets and moving beyond a technological approach to IG.
Beyond Technology: The Human Element in Information Governance
Technology offers powerful tools for automating tasks like data classification and access control. However, relying solely on technology overlooks the critical human element in information governance. Here’s why the human touch remains irreplaceable:
- Understanding Context and Nuance: Legal documents, contracts, and other critical information often contain subtle nuances, hidden meanings, and legalese. Technology can struggle to interpret these nuances, potentially leading to misinterpretations or missed details. Human expertise is essential for accurately classifying information based on its context and ensuring it’s managed appropriately. A legal professional, understanding the broader contractual context, would recognize the exception and ensure its proper interpretation.
- Making Sound Decisions About Data Management: Information governance involves making crucial decisions about data classification, retention schedules, and access controls. These decisions require a deep understanding of legal and regulatory requirements, ethical considerations, and the organization’s specific needs. While technology aids data analysis, human judgment is crucial for determining the best course of action for information management.
- Identifying Relevant Information and Addressing Risks: Information governance isn’t just about storing data effectively. It also involves identifying and mitigating potential risks associated with information management practices. These risks could involve non-compliance with regulations, data breaches, or inadvertent disclosure of sensitive information. Technology can help identify patterns in data sets, but legal professionals can analyze these patterns and proactively identify potential risks. This allows for the development of strategies to mitigate these risks before they become problematic.
Shifting Mindsets: Building Awareness and Understanding
The first step towards building a culture of information governance stewardship is a fundamental shift in mindset. Here are some strategies to foster awareness and understanding among employees:
- Highlighting the Importance and Benefits of IG: Educate employees about the importance of IG and its benefits for the organization. Explain how effective IG ensures data security, facilitates compliance with regulations, and ultimately contributes to achieving organizational goals. For instance, emphasize how proper classification helps employees easily locate relevant information for their work, saving time and effort.
- Demonstrating Potential Risks of Poor Data Practices: Raise awareness about the potential risks associated with poor data management practices. These can include data breaches, legal sanctions, reputational damage, and lost productivity. Sharing real-world examples of data breaches or regulatory fines can emphasize the importance of responsible information management.
- Tailoring Messaging to Different Departments: The importance of information governance may resonate differently depending on the department. For instance, the legal department focuses on compliance, while marketing prioritizes data security. Tailor messaging to each department’s concerns.
Creating a Shared Responsibility: Everyone is a Data Steward
Moving beyond awareness, the key to a successful information governance culture lies in creating a sense of shared responsibility. Everyone, regardless of role or department, is vital in ensuring the security, accessibility, and integrity of the organization’s information:
- Line of Business Users: Daily users ensure accurate data classification and tagging by understanding and applying IG policies correctly.
- IT and Security Teams: Implement and maintain secure data storage, access controls, and IG tools, collaborating with business users for alignment.
- Management and Leadership: Leaders play a crucial role in setting the tone and fostering a culture of information governance stewardship. Allocating resources, participating in training, and upholding IG policies demonstrates a strong commitment to information management to employees.
Conclusion: Building a Foundation for Shared Responsibility and Stewardship
Shifting from a technological approach to shared responsibility fosters awareness and stewardship, empowering employees to manage information responsibly.
Key takeaways from Part 1: Beyond Tech:
- A technology-centric approach to information governance (IG) can create silos and hinder collaboration. Shifting from ‘tech-first’ to fostering a culture of ownership and responsibility leads to a more effective IG program
- A cultural shift requires leadership buy-in and open communication. Leaders need to champion the importance of IG and communicate its value proposition to all stakeholders.
- Promoting information literacy and awareness across all levels of the organization is crucial. This empowers everyone to contribute to effective information management practices.
- Building a shared culture of IG is an ongoing process. Continuously fostering communication, collaboration, and a sense of shared responsibility will ensure the long-term success of your IG program.
The next step in our 5-step guide discusses building a strong IG foundation through collaboration, communication, and equipping employees with necessary tools.”
Resources
1. Can a Human-Centric Approach Elevate Your Information Governance?
2. Can Collaboration Boost Your Information Governance Program?
3. Who Are Your Hidden Information Governance Champions?
4. Is Continuous Learning Key to Success in Information Governance?
Optimize IG Growth with key performance indicators (KPIs) IG Growth with KPIs
Revitalize IG Stewardship in 5 steps Infographic.pdf
Connect with Nilsa on Linkedin
Ready to Champion Responsible Information Management and Embrace Information Governance Stewardship? CollaborTech Can Help.
CollaborTech partners with organizations to cultivate a strong culture of information governance stewardship. This empowers your entire team to manage information responsibly, ensuring its accuracy, accessibility, and security.
Here’s how we empower you:
- Develop a Customized IG Strategy: Design a plan tailored to your needs and legal environment for responsible information management.
- Empower Your Workforce: Promote IG stewardship to ensure efficient access to reliable information and understanding of stewardship roles.
- Drive Long-Term Success: A strong IG program and stewardship culture safeguard your organization and support informed decision-making.
Contact CollaborTech, your trusted partner in the information age.
Let’s unlock the power of information governance together!
CollaborTech – Elevating Legal Technology Through Intelligent Information Governance