Keeping Tabs On Your Data With Information Governance

Company data is created, exchanged, and saved across different office networks, workstations, hardware devices, emails, and cloud storage accounts. There are countless methods and applications for sharing content with coworkers and clients that needs to be monitored. The information flow is convoluted, and the ramifications for governance are significant.

The organization’s approach to information governance must include every facet of content flow and cooperation. Today’s challenge for information management professionals is determining whether or not they have proper governance controls and processes in place. What is the current state of your Information Governance strategy and why is this so significant?

Singapore’s Personal Data Protection (PDPA) is ensuring that personal data is protected and that organisations collect, use and disclose this data legitimately and reasonably.

By regulating the flow of personal data among organisations, the PDPA also aims to strengthen Singapore’s position as a trusted hub for businesses.

However, many organizations’ information governance plans and procedures have disregarded the information that is being created, shared, and preserved within the business environment. This exposes you to the risk of unmanaged data and the opportunity cost of losing out on a critical component of your data ecosystem.

Information Governance Checklist

Checklists are a great baseline to help with evaluating current processes and planning for improved governance implementation:

☐ Do we know the data volume and where it comes from?

☐ What data is digital and what is physical (paper)?

☐ Define the current management of all active data records (workflow, storage, access).

☐ Define the current strategy for archived data and disposal of data.

☐ What is our data backup and redundancy approach (is data loss prevented)?

☐ Can historic data be recalled?

☐ Who is currently involved in the data management process?

☐ Identify who must be involved in the data management process (nominate key personnel).

☐ Who accesses our data and who needs our data?

☐ Who controls and tracks hardware devices, networks, and access?

☐ What policies do we have for personal and mobile devices and where data is stored?

☐ Is data accessed remotely and securely; how is transient data managed?

☐ What data management tools are in place and what tools are missing?

Step-by-Step Governance Plan

☐ Audit current systems, and policies and procedure to establish where the company’s data is stored, where and how it moves between users and departments.

☐ Setup a team that has a representative from each department and office and a manager to lead the Information Governance team that minimizes the company’s risk.

☐ Entrench governance into everyday tasks using workflows and automation.

☐ Apply intelligent features as metadata and document tagging to automatically organize, categorize, archive, and discard data according to structured, compliant, and priority policies.

☐ Set regular reviews of systems and policies to ensure the company consistently adheres to regulatory requirements.

A One-Stop Solution

It is essential to recognize that the information created, shared, and stored in any business environment, across all services and applications is a critical component of information governance and intelligent information management strategy.

KRIS Document Management System (DMS) is a trusted collaboration tool that provides a rich set of features and functions in one package. It help businesses implement information governance capabilities and maximize productivity. Move your company forward by realizing there’s opportunities to create structure, improve business outcomes, regulatory compliance, and reduce information risk.






Find out how a Document Management System can simplify your everyday office processes.