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Guest Blog: Information Governance is in IT’s Best Interest

Guest Blogger: Brian Babineau Brian Babineau - Senior Consulting Analyst, ESG

We are excited to introduce this week’s Guest Blogger, Brian Babineau, Senior Consulting Analyst at Enterprise Strategy Group.

I recently authored an ESG Research Brief “E-mail Archiving Supports IT’s Role in Electronic Discovery” where I highlighted the need for IT to invest in information management solutions that do more than just solve a “system administration” problem.  My thesis is straightforward – IT staff’s responsibilities now extend well beyond running systems.  They are now mired in business process, compliance, and litigation support procedures.  Consider that 67% of respondents in a recent ESG study said that IT was primary party responsible for collecting e-mails in response to an electronic discovery inquiry even though such an activity is part of a legal workflow.

The expansion of IT responsibilities into things like electronic discovery dictates the need for IT to change their strategies when looking for and evaluating information management solutions.  As I point out in the Research Brief, IT frequently takes a shortsighted tactical approach to information management without considering the long term consequences even if the repercussions make their jobs worse.  The most obvious example is using e-mail quotas – a tactic deployed to control storage costs.  While quotas do reduce the amount of storage a company needs to support an e-mail application, they decrease employee productivity (employees can spend hours every week deleting / moving / archiving messages to avoid triggering a quota) and make electronic discovery a nightmare as personal archive folders have to be tracked down across PCs, file shares and backup tapes.

According to 80% of organizations still use quotas, but many have figured out how to govern this process via purpose-built e-mail archive solutions.  When a quota is reached, messages are automatically moved into the purpose-built archive solution repository where they are still accessible to employees as well as compliance officers, records managers, and other authorized constituents.  This way when a discovery request arrives, IT only has to collect e-mails from the primary message application and the archive.  A purpose-built e-mail archive solution simplifies electronic discovery processes while reducing storage costs and automating other e-mail management tasks.

A purpose-built archive offering is just one example of an information management solution that delivers more than tradition system administration benefits.  There are many more out there – it just takes an IT department to more strategically think about governing information over the long term to find them.


One Response

  1. […] 1.       Information management is driving many governance and compliance projects. Whether we spoke to IT managers, Records managers, or Legal experts, information management is a big concern.  Customers are really trying to scope out what tools are available to augment their existing information infrastructure as well as new ways to use the existing tools they have.  At any rate, they’re trying to cope with the information deluge in smart, efficient ways. […]

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