Tagged: defensible deletion

How did we do on the Chief Information Governance Officer (CIGO) Summit?

The single most important industry event I have yet attended; densely packed with immediately useable approaches, methodologies and best practices; staffed by passionate and supremely experienced SMEs – both within and extraneous to the discipline – providing a 360-degree view of the imminent CIGO revolution; overall a grand slam. A definite repeat for next year!

Richard Kessler, Head of Group Information Governance, UBS AG

Most organizations like the Information Governance Initiative do not publicly share the results of post-event surveys, but I work hard to be different and transparent. So, in that spirit, I am going to share results of the May 2015 CIGO Summit participant survey that just came in.

Overall, I’m really happy to see that in almost every metric we exceeded our goals. In one area we could have done better, but I knew that would be the case going in and will explain why. If you missed the CIGO Summit, check out this excellent write-up on the event.

Key results

Overall Event Satisfaction

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So honored to be a part of such a diverse group of IG experts. The ability to collaborate and discuss directly with your speakers is invaluable! Leave it to the IGI to start the trend away from the power point/listen/5-minute Q&A all are accustomed to. Exactly what separates IGI/Barclay and the Gang from the impersonators. (Ok – might need to not be so harsh – I’ve been drinking)

Anonymous

Nearly all participants said they were very satisfied (71%) or satisfied (20%) with the event, proving that our commitment first and foremost to events that provide value to the participants is paying off. As insiders, we have seen with our own eyes that most industry events are actually designed almost exclusively for the sponsors. I believe that this serves neither the sponsors nor the participants. It is a difficult balance to strike, and it is much more work to put the participants first. For the CIGO Summit, we undertook a “by invitation only” model, which meant that I personally invited or approved each and every participant in the room. Believe me, this process is not fun and I had many painful conversations with excellent consultants and experts (personal friends in many cases) as to why they could not attend. Why? Because I wanted to make sure that the room was filled with senior, working IG practitioners. The providers in the room were a select number of excellent subject matter experts from IGI supporters who had funded the event itself. Quite frankly, without those supporters, this event would not have happened. We simply cannot charge attendees enough to cover the costs, much less pay ourselves (see below for more details).

This process was the right process for this event, given its focus and goals. It is not the right, or even necessary, process for other events that we do. For example, our next big event, InfoGovCon15 is inexpensive ($400 or less for 2.5 days), democratic (with session voting), and open to all.

As good as these results were, I have to say it still bothers me personally that 1 person (the 3.2% below) said that they were “very dissatisfied” with the event. Why? What did we do wrong? Were you at the wrong event? If you are reading, please contact me and let me know.

Why Did People Come to the Event?

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It is so important, as we all march down this new road, that we learn from each other and exchange lessons learned. I love that this forum gave me a chance to meet my peers and be educated!

Vicki Lee Clewes

Nearly 100% of participants said that the reason they attended was to “learn what others are doing to advance information governance at their organizations.” It is very rewarding to see this result because so much of what we do at the IGI is focused on connecting our members to other members. You consistently tell us things like, “please just help us understand what other organizations are doing,” a request we have worked to fulfill in multiple ways, including our Annual Report, our online community of thousands of IG practitioners, our IG Boot Camps, our soon-to-be-published Benchmarking Report, and events like CIGO Summit and InfoGovCon. The next most common answer was “to network,” a very closely related concept.

How We Did on the Details

What a great and diverse group of colleagues. The event allowed us to share our IG stories. It is so helpful knowing I’m not alone in my IG pain.

Sharon Keck, Polsinelli, PC

Events live or die based on the details, and I was happy that each aspect of our conference from the smallest detail to the highest-level theme was highly rated. (i.e., in each case, higher than 4 out of 5). For example, participants rated the speakers at 4.45, the registration process 4.6, and the individual interaction at 4.26.

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Our Speakers

Information is not an IT problem, but a business problem. The CIGO Summit provided the perfect vehicle for developing a corporate cross-functional information strategy (Marketing, E-Discovery, Compliance, IR, Business Practices investigations, etc.) that balances organizational legal and technical challenges while maintaining business critical information in a consistent and defensible manner in order to deliver critical elements to support sustainable growth. I highly recommend it to those that wish to align themselves with thought leaders in the space. Get out in front of the information conundrum (volume rich, knowledge poor) and become an advocate for change.

Tim Kaufman, UTC

Our speakers, who we chose very careful and curated to fit into the overall theme and goal of the event, were also rated very highly, with each speaker receiving a rating over 4 out of 5. A certain senior level IGI official, who hosted and facilitated the event, received the highest speaker rating (but please don’t tell him that as he is already almost unbearable).

Unlike most industry events, we folded paid, professional speakers into the program because we wanted to expose our participants to fresh, expert viewpoints that would help them grow as IG leaders. Those speakers were also rated highly (4.43 and 4.11). We also put our sponsor speakers through the wringer, asking them to encapsulate their most important messages into a 6 minute and 40 second presentation comprised of 20 slides that auto-advance every 20 seconds. Each one of our sponsor speakers (Sue TrombleyRob HamiltonJulie Colgan, and Trent Livingston) rose to the challenge and did a magnificent job under pressure in providing useful, targeted information for this audience, and they were highly rated as well (an average rating of 4 out of 5).

What Did Participants Like Most About the Event?

Participating in the CIGO Summit was a unique opportunity to engage with many of IG’s leading professionals. The thorough and fast-paced agenda exceeded my expectations, both from a content perspective and as a venue for the frank exchange of ideas.

Susan Wortzman

Here’s what participants told us they liked most about the event:

  • Seniority of delegates.
  • Event size and very interactive.
  • So many senior IG people in one place- there is power in numbers and an agreement on how to move forward.
  • Impactful agenda. Powerful interaction. Brilliantly executed.
  • The interaction with brilliant IG visionaries and practitioners.
  • The care with which it was designed.
  • Being able to interact with so much talent and experience.
  • Being involved with people promoting an emerging field
  • The professionalism with which polarized opinions could be discussed
  • Incredible gathering of IG thought leaders. Great speakers, great activities.
  • I learned a lot, got inspired, and met lots of smart people.
  • Practical insight from practitioners, war stories, gathered a really high-quality group
  • I liked the mix of people who attended and the content was excellent.
  • The constant collaboration and not just a PowerPoint and a person – it was like having a conversation with your speaker.

What Did Participants Like Least About the Event?

When designing this event, I had a pretty good idea what the answer to this question would be:

  • Compressed timeframe.
  • I actually would have liked it to be longer.
  • Intense day – very packed.
  • Not enough time for topic.
  • Not enough time!
  • Time crunch.
  • Very long intense day. Might be better over 1 1/2 days.
  • Went too fast.
  • That it only lasted a day.

I literally cannot think of the last time I went to an event and left thinking that it was too short. If we had to fail in some way, I’m happy to fail in this way. I absolutely acknowledge that that we tried to do too much in one day. But, we had committed to a one-day event (somewhat arbitrarily I suppose, based on the assumption that it would be easier to pull off, which now I realize is not true) a long time ago, and needed to stick with it.

So, I aggressively cut and cut until I arrived at what I though needed to be the minimum topics we needed to cover. I knew it would be intense. I knew it would be too much. But I was more comfortable making a mistake in that direction than the other, which I could not bear: i.e., empty, fluffy, retread content full of the same old platitudes squeezed between hour-long “networking breaks.”

Let’s talk about some of the other things that people did not like:

  • “Having vendors there.”

The market simply does not enable us to host an event like this, with people of this level of seniority, in an accessible major city, with the expected level of fit and finish, without sponsors. Without sponsors, the ticket price of this event just to allow us to break even on the hard costs would have been over $2500, which seems like a lot for a one-day event that does not result in some kind of certification or specific set of marketable skills, or at least promise to change your life forever. If we actually wanted to make money, and cover the thousands of hours of planning and execution time an event like this takes, we would have to charge much more.

Or, we can ask for the support of the providers in our IGI community, which we did. But, we did it in a very considered way. Our sponsors were allowed to send 1 or 2 people (depending on sponsor level) to the event, and not sales and marketing people. They needed to be senior IG subject matter experts who could contribute to the discussion. And that is what we did – we had several of the most recognized provider SMEs in the room who added great value to the discussion.

Also, there is a very clear and obvious reason to “have vendors in the room.” Quite simply, the problem of IG cannot be solved without technology. In my view, information about what technology is available and what it can to is just as valuable as information about experiences, successes, techniques, and tips. At the IGI our mission it to promote IG as far and wide as we can, and that includes promoting awareness of what is possible with technology currently available on the market.

Now the obvious question: why don’t we just do the event at a less expensive location, and let participants pay a lower rate, but one that would cover both the hard and soft costs? Well, if anyone has any ideas on how we attract and satisfy a room of CxO, SVP, VP, and Director-level attendees who already have too much on their plates to an event, venue and location that costs less than half of what a typical venue costs, please call me immediately at 646 450 4468. That being said, the hotel conference business is not a pleasant one, and we are looking at alternative venues and approaches that can both reduce costs and increase attendee value.

Would People Attend Again?

Hard numbers and soft skills: Great case studies, roadmaps and networking toward elevating the information governance stewardship. Thank you.

Mary Mack

84% of people who attended said it was very likely (52%) or likely (32%) that they would attend this event again next year. We will do this event again, and evolve it each time, many more times. The focus of this first event was to introduce the concept of the CIGO, and to build a Playbook that aspiring CIGOs and other in that ecosystem could use to explain the role and help build the case for it (look for the first edition of the Playbook in July). We will continue to provide education, networking, and community around the topic of IG leadership. We got the ball rolling with this event and will continue as a core part of our mission.

Thank you to everyone who attended and to everyone who made this event a success. If you want to participate in or support our next CIGO Summit, please let me know.

Barclay

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New Post on LinkedIn: An Exclusive $2M Information Governance Success Story

Just published, over on LinkedIn, an exclusive mine case study about how Rio Tinto, one of the world’s largest mining companies, is using Active Navigation to remediate over a petabyte of unstructured content (over a billion files) that’s spread out over 5 continents. So far they have found that at least 40% of it can be thrown away or archived. However, the most interesting part of the story is the deal structure. Rio Tinto and Active Navigation designed a shared risk/reward approach where the vendor only gets paid when it delivers. The money flows when the vendor identifies content that can be deleted or archived to Amazon Web Services. But, it also gets paid when it identifies the good stuff – the content that has true value to the business. In other words, Active Navigation is compensated for generating customer value, whether that value comes from identifying chaff or identifying wheat.

Check it out now.

Announcing The Information Governance Initiative

Three years ago, I sat down in a conference room in Washington, D.C with some really smart people and we quickly realized that we shared a vision for a consortium and think tank devoted to advancing Information Governance. Each of us had seen the incredible value that better information governance could create for their respective clients, but had also witnessed the consequences of information failure first-hand. Without a way for IG practitioners to share their experience across disciplines, it seemed unlikely that the promise of information governance would be fulfilled. Today, thanks to the support of like-minded individuals and organizations, this vision has been realized.

I am so pleased to announce the launch of the Information Governance Initiative (IGI), a cross-disciplinary consortium and think tank focused on advancing information governance. The IGI will publish research, benchmarking surveys, and guidance for practitioners on its website at www.IGInitiative.com. The research will be freely available, and the group will also be providing an online community designed to foster discussion and networking among practitioners.

I am founder and executive director, and it would be great if you would join us.

Our Mission

I believe information can be a positive transformative force in the world – improving business, government, and the lives of people in all walks of life. But I also believe that these benefits are not automatic, and in fact will only be the result of sustained, proactive efforts to understand and manage information in a better way. I believe that there is a need for like-minded people to come together and find this better way. A forum for ideas, facts, and techniques. An initiative that pushes the market forward and builds information literacy.

That’s why we created the Information Governance Initiative – and why we want you to be a part of it.

Who We Are

I founded the IGI along with Bennett B. Borden. I am the executive director, Bennett is the organization’s chair, and Jason R. Baron is co-chair. Jay Brudz is general counsel.

The IGI Advisory Board is comprised of members drawn from the disciplines that own the facets of information governance including information security, data science and analytics, e-discovery, business management, IT management, compliance, business intelligence, records management, finance and audit, privacy, and risk management. We are also developing a Corporate Council comprised of practitioners working in IG. Contact us if you are interested in participating in the Corporate Council.

At launch, IGI Advisory Board members include Courtney Ingraffia Barton, senior counsel, global privacy at Hilton Worldwide, Inc.; Julie Colgan, president of ARMA International; Leigh Isaacs, VP of the information governance Peer Group at ILTA; and Richard Stiennon, chief research analyst at IT-Harvest and well-known cybersecurity expert. Additional board members are being added on an ongoing basis.

Our Supporters

The IGI is launching with broad support from leading providers of information governance products and services, including:

We are also partnering with a variety of organizations to bring IG stakeholders from different disciplines together to work on the information governance problem. For example, we have partnered with The CFO Alliance, a community of over 4,000 senior finance professionals, to bring the IG conversation to the finance community. ARMA International has appointed a representative to the IGI Advisory Board, and the two organizations plan on working together to advance the adoption of information governance. In addition, the IGI will be presenting several sessions on information governance at the Managing Electronic Records conference in Chicago, May 19-21, 2014.

Get Involved in the IGI

Members of the leadership team are speaking about information governance at nine different sessions during the LegalTech NY 2014 conference between February 4-6th. If you are there, come see us and also visit our Charter Supporters in the exhibit halls.

Learn how you can get involved in the IGI at, www.IGInitiative.com

I also invite organizations interested in supporting the advancement of Information Governance to contact me at 646 450 4468 or barclay.blair@IGIniative.com.

2014 ABA Information Governance, E-Discovery and Digital Evidence Conference

Next week don’t miss the 2014 American Bar Association Information Governance, Electronic Discovery and Digital Evidence National Institute at Stetson’s Tampa Law Center in Tampa, Florida, on January 28-31, 2014. I spoke at this event last year, and was supposed to speak again this year, but had a conflict so I will unfortunately not be there. Unfortunate for me, at least. The attendees will probably be fine without me.

This is an event star-studded with e-discovery and information governance luminaries and judges. It is a casual setting, with lots of opportunities to chat with real decision-makers (i.e., judges) and experts who are mapping the future of information governance. Plus, Tampa is a pretty nice place to escape to this time of year. Unless you are from Tampa, in which case, well, you get to sleep in your own bed. And don’t forget to go to Berns (take the tour, it is worth it).

Click here for more information and to register.

What Is Unstructured Information & Why Is It So Challenging?

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“Information retrieval is a significant problem for businesses. Further, the extent of the problem worsens with increasing size of the document collection [and] the less formal the information stored.”

Information Retrieval in Business: An Unmet Challenge[i]

Unstructured information, at its simplest, is information that does not reside in the rows and columns of a database. Any database user understands that the meaning of a field in a database is a combination of what the row and the column each mean, such as the price of a widget on a certain date. However, unlike the structured information that resides in databases, unstructured information does not always have a predetermined form, business purpose, use, value, or security classification.

As a result, managing unstructured information is tricky. Many long-established techniques for database administration simply do not apply. This complexity also makes calculating the total cost of unstructured information difficult.

Unstructured information comes in many forms, including word processing documents, spreadsheets, social media posts, and log files automatically generated by computer servers. Some unstructured information has more structure than others (email messages, for example, all have a header, subject line, and message body). Some call this information semi-structured information, but for our purposes, we will use the term unstructured information to include semi-structured information as well.

The volume of unstructured information is growing dramatically. Analysts estimate that, over the next decade, the amount of data worldwide will grow by 44 times (from .8 Zetabytes to 35 Zetabytes: 1 Zetabyte = 1 trillion Gigabytes).[ii] However, the volume of unstructured information will actually grow 50% faster than structured data. Analysts also estimate that fully 90% of unstructured information will require formal governance and management by 2020. In other words, the problem of unstructured information governance is growing faster than the problem of data volume itself.

What makes unstructured information so challenging? There are several factors, including

  • Horizontal vs. Vertical. Unstructured information is typically not clearly attached to a department or a business function. Unlike the vertical focus of an ERP database, for example, an email system serves multiple business functions – from employee communication to filing with regulators – for all parts of the business. Unstructured information is much more horizontal, making it difficult to develop and apply business rules.
  • Formality. The tools and applications used to create unstructured information often engender informality and the sharing of opinions that can be problematic in litigation, investigations, and audits – as has been repeatedly demonstrated in front page stories over the past decade. This problem is not likely to get any easier as social media technologies and mobile devices become more common in the enterprise.
  • Management Location. Unstructured information does not have a single, obvious home. Although email systems rely on central messaging servers, email is just as likely to be found on a file share, mobile device, or laptop hard drive. This makes the application of management rules more difficult than the application of the same rules in structured systems, where there is a close marriage between the application and the database.
  • “Ownership” Issues. No employee thinks that they “own” data in an accounts receivable system like they “own” their email, or documents stored on their hard drive.  Although such information generally has a single owner, i.e., the organization itself, this mindset can make the imposition of management rules for unstructured information more challenging than structured data.
  • Classification. The business purpose of a database is generally determined prior to its design. Unlike structured information, the business purpose of unstructured information is difficult to infer from the application that created or stores the information. A word processing file stored in a collaboration environment could be a multi-million dollar contract or a lunch menu. As such, classification of unstructured content is more complex and expensive than structured information.

Taken together, these factors reveal a simple truth: managing unstructured information is a separate and distinct discipline from managing databases. Moreover, determining the costs and benefits of owning and managing unstructured information is a unique – but essential – challenge.


[i] Michael D. Gordon, “Information Retrieval in Business: An Unmet Challenge,” The University of Michigan, 1991. Online at, http://deepblue.lib.umich.edu/handle/2027.42/35654

[ii] International Data Corporation, “The 2011 Digital Universe Study,” June 2011. Online at, http://www.emc.com/collateral/demos/microsites/emc-digital-universe-2011/index.htm

Looking forward to seeing you at ARMA 2013

If you are at ARMA 2013 this year in Las Vegas, I’m looking forward to seeing you.  I have a lot going on, including the panel below, moderated by incoming ARMA President Julie Colgan.  See you there!

ARMA 2013 Panel with Barclay Blair

Please Support Our Information Governance Survey

Take the survey now.

We have worked with the eDJ Group in the past to survey the market about Information Governance attitudes and practices, and I am pleased be working together on a new survey. This time we have an additional partner –  ARMA International – which is excellent.

Our new survey asks some of the same questions we asked previously so that we can track year-over-year changes, but we are also digging into some new areas like big data and predictive coding. Please take a moment to complete the survey. We will be releasing the results publicly, and this kind of data is good for all of us as we try to move the information governance ball down the field (unlike the NY Giants this year –  what the heck?).

Check out the results of our previous surveys to get a flavor of the kind of insight that we expect to get from the survey.

Take the survey now.