P2P

I L T A W H I T E P A P E R | I N F O R M A T I O N G O V E R N A N C E 71 outdated and inactive systems must still be managed by those responsible for enforcing data governance protocols. If a system being retired by an organization possesses information subject to existing records retention schedules, a method to access that information must be provided to satisfy IG programs. Entities may consider migrating data from a system that is no longer in use to an active system where users still have a means of accessing that content, or alternatively archiving the legacy data, maintaining it in a database which provides access to the contents. Providing a means of access to search, retrieve and manage information from systems that are no longer in use by the organizations is a factor that should not be overlooked by an IG program. IG obligations are not limited to electronically stored information. Corporate business records originally generated "on paper" should also be addressed by an IG program. Effective information governance technology platforms will utilize scanned images of paper records, accompanied by "OCR". (Optical Character Recognition), making the text within the document searchable electronically. Using OCR, organizations can replicate certain fields of metadata which is then used to classify electronically stored information, effectively categorizing those paper-based records. There are circumstances where original paper documents must be preserved in their original state, and these instances require an established process which should be documented as part of an IG plan. Data Migration – Knowledge Management Benefits Provided by IG Plan Additional organizational benefits can be realized once an enforceable IG plan is established. Organizational data, regardless of the source location, should be search accessible to members of the IG enforcement team. The improved enterprise search protocols established through IG policies can result in an enhanced level of "Knowledge Management" for an organization. Effective use of IG plans, accompanied by accurate search results delivered by technology help improve organizational productivity. Classification and storage of organizational data impact employee's access to such information. Data archival systems may limit user access to the information contained therein, IG plans must provide search access to data which may have been moved to a different system. Organizations routinely rely upon various CRM (Customer Relationship Management) platforms to maintain information from a myriad of sources. IG plans must provide the ability to search and retrieve organizational data, even if that data has been migrated to a specific storage location, which also provides the benefit of improved knowledge management practices. Data Privacy – Increasing the Importance of Information Governance A factor which has impacted the need for information governance programs in recent years has been the increased importance of data privacy. Regulatory obligations imposed on corporate organizations have never been greater when it comes to requiring data privacy protections. Regulations such as the "GDPR" (General Data Protection Regulation) imposed within the EU, and the "CCPA" (California Consumer Privacy Act) have increased the burden on organizations to be able to manage and access the information contained within their enterprise's disparate data landscape. Requiring organizations to provide reports regarding the "PII" (Personally Identifiable Information) which pertains to one specific individual within a short time frame has caused challenges for many business entities. "IG obligations are not limited to electronically stored information."

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