FAQ
Information governance

Exquando defines information governance as answering the question: “How are we going to manage information together?”. This encompasses both unstructured information (documents), structured information (data, including open data), and multimedia. It views information as a crucial organisational resource, akin to human or environmental resources, requiring collective management.

The increasing complexity and volume of information, the duplication across systems, the multiplication of dissemination channels, the long-term accessibility of outdated data, and a general lack of guidance and control necessitate the adoption of an information governance. This helps organisations address critical questions about their essential information, its storage, ownership, access, security, and usage, ultimately improving efficiency and mitigating risks.

The infoSystem is a dynamic system comprising information in all forms, hardware, software, rules, people, and their environment, all interacting as a functional unit. A systemic approach is vital because all aspects related to information are interconnected. Actions taken to manage information invariably interact with all components of this infoSystem, requiring a holistic understanding to effectively govern information. To find out more about the infoSystem, take a look at our infoSystem methodology.

Organisations face a dual challenge: first, recognising the interconnectedness of all elements within the infoSystem, requiring a systemic approach; and second, dealing with the multitude and complexity of subjects involved, driven by technological advancements and new regulations. Overcoming the “curse of knowledge” – the assumption that others understand what you’re talking about – among business, legal, and technical teams is also a significant hurdle.

Exquando proposes a seven-step process:

1. Install a Steering Committee
2. Represent the infoSystem
3. Assign responsibility
4. Define the infoConstitution
5. Establish the infoPolicy
6. Prepare for change, and
7. Improve and sustain.

The initial steps are preparatory, followed by the core implementation phases, and finally, preparing for ongoing management and improvement.

The infoConstitution defines the strategic and cross-functional committees (infoBodies) responsible for information management, their roles, mandates, leaders, participants, and meeting frequency. It outlines the rules and processes by which these bodies participate in decision-making, implementation, and control of the infoSystem. The infoPolicy is a document describing the operational principles of the infoSystem, including labelled infoSets, tools, processes, rules, roles, vocabularies, and training, reflecting the decisions made by the infoBodies.

Exquando believes the success of information governance heavily relies on the people involved, emphasising trust, shared values, and a common mission within the steering committee and project teams. Preparing for change involves adapting organisational culture and values to encourage information sharing and collective decision-making, fostering transparency, and instilling a “right to error”. Effective communication and targeted training for all players’ are also crucial for successful adoption. To find out more, have a look at our methodology The transformation wheel.

Implementing information governance leads to a more controlled and reported state of information resources, aligned with organisational objectives. It fosters better data quality, reduced redundancy, improved security, and enhanced compliance. By clearly defining roles and responsibilities and establishing governing bodies, organisations become more autonomous and efficient in managing their digital transformation and adapting to ongoing changes in technology and regulations.