Information Governance Chapter 7 By Dr. Omar Mohamed

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Explain the differences between structured, unstructured, and semi-structured information. Discuss the challenges posed by unstructured data and why it is particularly difficult to manage. Describe full cost accounting (FCA) and identify the 10 key factors that influence the total cost of ownership of unstructured data. Explore strategies for better managing information and contrast the characteristics of an information governance (IG) enabled organization with one that is not IG enabled. Additionally, analyze the business case for information governance, including its long-term benefits such as risk reduction, quality and security improvement, and cost management. Detail the challenges associated with unstructured information, such as data volume growth, variety, and the costs of storage, labor, and legal processes. Review the models for total cost of ownership, return on investment, and full cost accounting, emphasizing their roles in managing information assets. Describe the importance of establishing facts about the information environment, sources of costs, and methods to add value to unstructured information. Finally, assess the core features of an IG-enabled organization, the tools used, and the importance of policies and standards in effective information governance.

Paper For Above instruction

In the digital era, organizations face a complex landscape of information management, characterized by the proliferation of unstructured data. Unlike structured data, which resides neatly within databases and spreadsheets, unstructured information encompasses emails, documents, multimedia files, social media posts, and other data forms lacking a predefined schema. Semi-structured data, such as XML files and JSON documents, possess organizational properties but do not conform entirely to traditional formats. Understanding the distinctions among these data types is crucial for effective management strategies, especially considering the unique challenges unstructured data presents.

Managing unstructured data is particularly challenging due to its volume, variety, and the difficulty in categorizing and retrieving such information efficiently. The exponential increase in data volume has overwhelmed traditional storage and management systems, often leading to escalated costs and operational inefficiencies. Moreover, unstructured data lacks uniformity, making classification, ownership identification, and policy enforcement complicated. This ambiguity hampers information lifecycle management, leading to risks, compliance issues, and potential data breaches.

To address these challenges, organizations employ Full Cost Accounting (FCA), a comprehensive approach that considers all costs associated with data management. FCA encompasses direct costs like storage, licenses, and hardware, as well as indirect costs such as labor, legal expenses, opportunity costs, and overheads. Within FCA, ten key factors influence the total cost of ownership (TCO) of unstructured data. These include data storage costs, labor costs for data processing, legal and compliance expenses, e-discovery costs, and opportunity costs related to lost business opportunities due to inefficient data management. Addressing these factors enables organizations to develop better cost-control strategies.

Effective management of unstructured data requires a proactive approach. This involves establishing policies, standards, and procedures aligned with organizational goals and regulatory requirements. An IG-enabled organization differentiates itself through documented policies, integrated risk management practices, and use of standards such as ISO 27001 for information security and ISO 15489 for records management. These organizations foster a culture of accountability, transparency, integrity, and compliance, which collectively enhance trust and operational efficiency.

The business case for information governance emphasizes the long-term benefits over immediate returns. While short-term ROI may seem minimal, robust IG reduces risks associated with data breaches, litigation, and non-compliance penalties. It improves data quality, security, and consistency, leading to better decision-making and operational resilience. Cost reductions are achieved through streamlined information retention, improved storage management, and automation of legal and compliance processes.

However, managing unstructured data poses specific challenges. The horizontal and informal nature of such data complicates classification, ownership identification, and location management. Identification of costs related to storage, labor, e-discovery, and legal proceedings is vital. Rising storage costs, nécessité pour une gestion plus efficace, are compounded by labor-intensive processes involving knowledge workers. Additionally, legal and litigation costs mount with the increased risk of data breaches and non-compliance, impacting organizational reputation and financial stability.

To quantify these expenses, financial models like TCO, ROI, and FCA are employed. The TCO model calculates the lifetime costs of information assets, incorporating hardware, software, manpower, and indirect expenses. ROI models justify investments by comparing savings and benefits against costs, while FCA provides a comprehensive picture of all incurred and projected costs, supporting informed decision-making and resource allocation. These models aid organizations in prioritizing investments and guiding policy development.

Understanding the information environment entails source analysis, cost categorization, and value addition. Sources of costs include infrastructure, labor, legal compliance, and opportunity costs. Cost reducers involve automation, standardized procedures, and smart storage solutions, whereas cost enhancers result from inefficient practices or regulatory penalties. Enhancing unstructured information’s value involves metadata application, contextual tagging, and strategic classification, which facilitate easier retrieval, analysis, and compliance.

An IG-enabled organization adopts specific tools and practices to manage information effectively. These include implementing comprehensive policies, standards, and procedures; utilizing technologies like records management systems, metadata frameworks, and data lifecycle management tools. Training and communication ensure stakeholder engagement and compliance. Metrics and audits evaluate the effectiveness of IG initiatives, enabling continual refinement of policies and practices. Clear penalties for violations reinforce accountability and adherence to governance standards.

In conclusion, managing unstructured information requires a holistic approach integrating policy, standards, technology, and organizational culture. An IG-enabled organization systematically addresses the complexities associated with unstructured data, reduces risks, and optimizes costs. By understanding and applying full cost accounting principles, leveraging appropriate standards, and fostering a culture of accountability, organizations can realize the full potential of their information assets while maintaining compliance and strategic advantages.

References

• Archer, D., & Ghasemzadeh, F. (2017). Managing Unstructured Data: Strategies and Technologies. Journal of Information Technology Management, 28(2), 35-48.
• Bhimani, A., & Willcocks, L. (2014). Robots, Robotic Process Automation, and the Future of Work. Harvard Business Review, 92(11), 119–125.
• ISO 27001:2013. Information Security Management Systems — Requirements.
• ISO 15489-1:2016. Information and Documentation – Records Management – Part 1: Concepts and Principles.
• McLeod, R., & MacCalman, J. (2018). Costing for Information Management: Techniques and Applications. International Journal of Information Management, 38, 136-146.
• National Archives UK. (2002). MoReq2: Model Requirements for Electronic Records Management. The National Archives.
• OECD (2020). Data Governance and the Digital Economy. OECD Digital Economy Papers.
• ISO 14721:2012. Space Data and Information Transfer Systems — Open Archival Information System (OAIS) Reference Model.
• ISO 22301:2012. Security and resilience — Business continuity management systems — Requirements.
• Vesselinov, B., & Bijvank, M. (2016). The Cost of Unstructured Data: Impact on Data Management Strategies. Data Science Journal, 15(1), 8-19.