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GlassIG at ARMA Spring Seminar

GlassIG sponsored this year’s Spring Seminar of the ARMA Golden Gate Chapter. As luck would have it, the event was held commensurate with (and just down the street from) the Annual RSA CyberSecurity Conference, meaning most attendees and presenters found time and bandwidth to attend both. 

Don’t let that statement fly under your radar, you heard me right: Records Managers and Cyber Security specialists were under the same roof. 

We at GlassIG have been saying for some time… 7 years and counting, in fact… that all information management policies should be centralized. Historically, companies had one spreadsheet for retention, another for legal citations, another for security classifications, maybe another for metadata, or file plans, or… you get the picture. In fact, if you are reading this, you have probably lived this reality. When GlassIG first emerged into the market in 2010, it was the first technology to provide a collaboration environment for centralizing all information lifecycle policies, and bringing together the various stakeholders and constituencies that had always worked independently on these kinds of policies. 

So on the one hand, it was pleasing, even validating, to see Security as the main theme for an ARMA Spring Seminar. On the other hand, it was also a bit painful. Malcom Palmore did an overview of the Cyber Security Threat landscape… Nithan Sannappa presented some case studies from the FTC. To put it bluntly… we, Information Professionals, are late to the party. Those who would seek to misuse our sensitive information (miscreants, let’s call them) got a head start on us, and we have found ourselves responding to threats rather than addressing them proactively and systematically. We’ve played our own game of Whack-A-Mole, reacting to one threat or intrusion only to see another arise elsewhere. 

But I am encouraged: the boundaries between Cyber Security and Records Management (and Legal, Risk, Compliance, etc.) are beginning to blur, and this is good for all of us! We at GlassIG are seeing more and more projects initiated by IT and Security teams, people who would never have been interested in governance principles 5 years ago. And Records Managers who embrace these new responsibilities, who lead the convergence of roles… these are the RM’s who will find themselves increasingly relevant and useful within their organizations.

Getting Started with GlassIG Fremium Edition

Congratulations, you have signed up for your Free Edition of GlassIG!

Now what? How can this totally free edition help you on your Information Governance Journey? Once you have received your confirmation email, the GlassIG Wizard will walk through the process of getting started.  In just a few simple steps you can begin experiencing the power of GlassIG.

Step 1.  Connect your Infosource

The first step is to define the repository where your information is located.  In GlassIG we call this an Infosource.  With the free edition, you can set up a personal Google Drive or Box account.  Other Infosource types are available with variety of subscription options.  This is great way to test the power of GlassIG without using your protected Corporate content. Simply provide a name and description for the Infosource of your choice. A pop-up box will appear and you will be prompted to enter in your credentials for the selected Infosource, and allow access from GlassIG.

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Step 2.  Create your Cataloger

Once you have created an Infosource, the next step is tell GlassIG what to do with information that has been identified. In GlassIG, a “Cataloger” applies a specific policy to information in a target folder or location within your Infosource:

  1. Provide a unique name for your Cataloger
  2. Select the targeted folder in your Infosource (I.E. Google Drive Folder)
  3. Assign the Information Policy
  4. Determine the type of assets (content) that you would like to govern:
    1. Unprotected Assets – The content will be catalogued by GlassIG, but will not be immutable. Users will be able to modify and/or delete the content, regardless of the Information Policy that has been applied to the content.
    2. Protected Asset (Immutable) – The content will be cataloged and protected. Depending on the Infosource, users will either be prevented from deleting the content directly in the Repository, or the content will be secured in a preservation center.
  5. Define the frequency of the timer. Define how often that you would like your Cataloger to search for new content (minutes, hours, or days)

Additional Configuration Options

The GlassIG Free Edition comes with a pre-built two level Information Policy structure (Record Classes).  With a few clicks you can modify and/or create your own custom Information Policies.

To create a new Information Policy, navigate to Policies Tab and select the target Information Policies that you could like to edit (I.E. Budgets).

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  1. Modify Existing Information Policy

Click on the “Edit Policy” button and to update the policy:

  • Modifying the retentioduration, which can be defined by days, weeks, months or years
  • You can assign additional System or Business Attributes (I.E. Vital, Historical)
  • Click on the “Save” button to save your changes
  1. Create New Information Policy
  • Click on the “New Policy” button
  • Enter in a unique Code (I.E. HR for Human Resources) **Important based on where the location of your content will impact what level of the Information Policy will be entered (Level 1, or Level 2)

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  • In the above example the cursor was highlighted at the “Home” level and the options available to enter in would the top-level category (I.E. Alpha Code, length = 2). If I select the “New Policy” button, while I have an existing Information Policy highlighted, the code required would meet the needs of the lower level Information Policy level (I.E. Numeric, length = 3)

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  • Notice that new Information Policy has inherited the Parent Information Policy Retention Period of 99 years. This Retention Period can be modified by following the Edit Existing Policy Steps list above.
  • The newly created policy will need to be validated before it can be used in a Cataloger.

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The GlassIG Free Edition allows users to enter in their custom Retention Schedules, using the Lifecycle Event “File Creation Date”. The ability to use other customized Lifecycle Events is available in our subscription options.

Looking to learn more about how you can get started on your Information Governance Journey? Request a demo or download our IG Assessment Brochure to get a customized plan on how to make your IG Vision a Reality.

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Dates for your diary: Upcoming GlassIG Webinar Series

The GlassIG Webinar Series is designed to help you learn more about the issues surrounding Information Governance and to show you how GlassIG can help to combat these challenges.
Here is the date for your diary for the next instalment:

GlassIG Webinar Series #2: Active Policy Enforcement on SharePoint & Share Drives
Tuesday, 7th March 2017

You can also check out the first webinar in the series on the Resources page.

Don’t forget to Sign Up for our monthly newsletter, for all the latest GlassIG news.

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Don’t miss the GlassIG Webinar Series – January 17th, 2017

Over the past three years working as part of the Professional Services Team at GlassIG, I have had many opportunities to transform our clients manual Retention Schedules (MS Excel or simple text files) into GlassIG centralized solution Policy Manager. The journey of helping our clients move away from the challenges of the manual process, and finding ways to enrich, optimize, and provide the tools to more effectively manage their Records Retention Policies is one of the most rewarding services I can provide to my clients. Transiting Records Retention Policies into GlassIG Policy Manager provides Corporate Record Managers with a wide variety of customizable options that are not available in a manual schedule. I work closely with our clients to find the customized solution to best meet the needs of their organizations.
Information Governance Policies define how an organization should manage its content (and information) to comply with the requirements of laws, regulations, and internal operational needs. These policies cover the rules of behavior and handling of the various types of documents and Records that are used within the numerous processes within the organization. GlassIG Policy Manager creates a digital hub of jurisdiction-specific governance policies covering all aspects of information governance including:

  • Provide a centralized location for the creation & management of your Records Retention Schedule
  • Define your policies once and then apply them to manager your information in-place over different repositories
  • Management of the policy approval process. Apply a customized workflow approval process that can be applied when a new policy is created or an existing one is modified

The new GlassIG freemium offering facilitates the starts of the journey with no constraints, no obligations, and no engagement required. During our webinar, James Amsler will share with you on how you can get started on your Information Governance Journey for free today.

To find out more about our webinar and to register your place, click here.

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The First Recruits Graduate from GlassIG Bootcamp 2016

Across three days on the 12th, 13th and 14th of July we held the first GlassIG Summer Bootcamp. Attendees from three continents were able to attend two hourly sessions on each day of Bootcamp with a mix of Information Governance theory reinforced by demonstrations of GlassIG Free Edition.

The sessions included, presentations of the advantages of in place management of information, an outline of the new vocabulary of Information Governance that GlassIG is introducing, the architecture of next generation Information Governance solutions and a wider look at Information Governance features that are available to modern IG solutions. Of particular benefit was the advice on how to go about choosing a suitable Information Governance solution for your organization.

At the heart of GlassIG Bootcamp, however was the practical experience of implementing an Information Governance solution from scratch, in minutes rather than months. Participants were invited to create their own accounts in GlassIG Free Edition and encouraged to try the features for themselves. They were able to get their account up and running, invite additional users, create new information policies or modify the default set, and quickly catalogue their information assets on Google Drive or Box.com.

GlassIG Free Edition was the star of the show, allowing participants to apply Information Governance to their personal cloud drives. GlassIG Free Edition and Business Edition are pure play SaaS solutions with no set up costs, technical administration or onprem footprint required. They represent the future of Information Governance solutions, not rearranging information and attempting to move it to a centralized location, but instead bringing a layer of Information Governance to information, right to the heart of where it is created, stored and exploited by business users and business systems.

Learn more about GlassIG Editions

GlassIG Bootcamp was an amazing success, and really served to highlight the future of Information Governance.

If you missed it or would like to see it again, you can watch each day below.

Day 1

 

Day 2

 

Day 3

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Highlights from #InfoGov CrowdChat – A different perspective on the Information Governance journey

Those who fight against cloud will be left out of conversations. You must understand the business goals and give reasonable parameters for success.” – Matt McClelland, Blue Cross Blue Shield NC.
This was just one of the many wisdoms revealed and explored during GlassIG’s recent #InfoGov CrowdChat, which discussed the steps to take on the never-ending information governance journey.

GlassIG thought leaders were joined by Alison North, Chris Walker and Matt McClelland as panelists, all industry experts in information governance.

It was a brilliant discussion, with key points being the definition of information governance, as well as the new challenges and changes companies face today, such as cloud, rules / regulations and new skills.

To see some of the illustrations and to get a flavour of the chat, take a look at the summary below or visit the chat page where you can read the full conversation.

For more info on GlassIG, please attend our webinar this Wednesday, June 29, 2016.

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What have we learned about Information Governance? 1 of 3

Information Governance Objectives

Information Governance, even if still not recognized as an official discipline by key market analysts, is nevertheless winning a huge battle: to be recognized and adopted as a key corporate program by top level management and information managers. There are different approaches to building an Information Governance program, but the good news is that there is a clear consensus around its objectives:

  • Minimize Risk,
  • Minimize Cost, and
  • Optimize Value.

These three indicators all need to be set and evaluated by organizations engaged in an Information Governance program, based on their expectations and requirements, and included as part of their program scorecard.

The technologies around Information Governance that exist today, allow organizations to assess quite effectively cost and risk factors. But there is still a long road to travel before we see accurate and easy valuations of an organizaton’s information assets. We are waiting for new approaches and models such as Infonomics to emerge.

Information Governance is not a short-term initiative, but a long-term program

Top level management need to take into consideration that the introduction of an Information Governance program is not a quick fix to the organization’s information and compliance ills. Once introduced and Information Governance program will remain with the organization for life. An Information Governance program should be compared to the organization’s corporate governance program or its health and safety program; as something permanent that the organization will always have. This means the establishment and operation of an Information Governance program needs a strong commitment from the executive suite and drive from key sponsors to make it happen, and make it continue. Selected departments from Legal to IT, and from Finance to key Business Units, must commit to the program and must collaborate to make it a success.

Who drives the Information Governance program?

Because Information Governance needs to be owned and driven by a program manager with strong collaborative skills and information management competencies, it is often thought of as something only large organizations can invest in; organizations with the necessary resources such as the Records Managers.

However, small and medium businesses also have compliance issues to manage. They also operate under regulatory scrutiny and they also want to maximize the value of their information. An Information Governance program for these businesses is therefore just as important, but their requirements may differ. For example, small to medium business often take faster decisions, as their time-to-market is their unique opportunity for growth. These businesses will need a solution able to support their requirements and their limited information management and IT resources.

Today, who drives the Information Governance program is not an easy decision to make. Information management professionals are fighting to get a seat in the boardroom, and to have their role in the organization valued and recognized, while information owners and content owners in Business Units or Functional Divisions are struggling to understand key concepts of Information Governance, such as information lifecycles and retention schedules. There is still a long way to go!

Where is the value?

From analysts’ reports and customer surveys, we know that there is a clear need for a new way of managing information. Information is everywhere and organizations are still fighting to extract quantifiable value from it that can add to their bottom line. Worse than this, organizations often don’t even realize how their legacy information may expose them to risks, and the dangers of non-compliance. As a result many organizations, underestimate the opportunity for an Information Governance program to transform their compliance concerns into a proactive approach.

Growth in the number and extent of laws and regulations forces companies to be more vigilant or face expensive penalties. It is important that they are able to interpret and apply these laws and regulations with the same efficacy and transparency as they do their internal information policies.

Conclusions

Information Governance is still an emerging discipline, and still very broad in terms of the technologies available. Many suppliers from software to service vendors try to sell their products by positioning them under the Information Governance umbrella. Once example is the attempt to widen the appeal of eDiscovery tools and services. Law firms and software vendors from that market are trying to enter the Information Governance landscape, but with a more complex message and a temptation to consider only the risk management component that should be part of a more comprehensive Information Governance program. That doesn’t help organization’s to benefit from one unified view on Information Governance.

That is why we need to redefine Information Governance, to bring it back to basics and focus on what organizations really need.

 

To find out more, read part 2.