Last week, in honor of Global Information Governance Day, I started a blog series on ARMA’s Generally Accepted Recordkeeping Principles (GARP). This was inspired by some of my recent blog posts on the Information Governance Reference Model (IGRM). There is a synergy between GARP, IGRM and ARMA’s International Information Governance Maturity Model which leads to a transformational level of information governance.
The second principle I will be tackling is Transparency. Transparency is all about engaging stakeholders so that they can take ownership of integrating information governance policies and knowing the proper parties to collaborate with to ensure success. This is only possible by documenting in an understandable manner and making available to all personnel and appropriate interested parties the processes and activities of your organization’s recordkeeping program. <How The Information Governance Reference Model (IGRM) Complements ARMA International’s Generally Accepted Recordkeeping Principles (GARP®)” goes onto state:
At the core of the IGRM is Process Transparency and Policy Integration. IGRM recognizes that there are many stakeholders representing the functional groups (BUSINESS, IT, RIM and LEGAL) and that information governance efforts can be crippled by insufficient collaboration among key stakeholders or failure to integrate policy.
Process Transparency in the IGRM entails shared ownership and execution, promotes an understanding of the role of the stakeholders in information governance and posits that true information governance can only be achieved through successful collaboration with other groups across the enterprise.
Policy integration in the IGRM entails formalizing a common set of goals and rules that promote cross functional communication, collaboration, and optimization. As a result, the key stakeholders will have a greater awareness of each group’s accountability, responsibility, and the overall impact on collectively providing effective and cohesive unified information governance.
Transparency is not just an internal attribute, but also external facing as well. In an era of open government, open records laws, the prevalence of e-discovery and so many other factors any successful information governance program must have a certain level of transparency to have the highest levels of compliance and risk reduction. Transparent recordkeeping allows for confidence that an organization adhere to all appropriate laws and regulations.
According to Iron Mountain the three key essential steps to implementing a transparent recordkeeping programs are as follows
1)Review your organization’s records management IT capabilities, policies, and procedures and how they support the agency mission.
2)Have senior management involved in records management improvement initiatives.
3)Leverage technology for document imaging, e-discovery and e-mail management and other information governance practices.
You can read from Iron Mountain on this topic at Creating Transparency Through Records Management
If you have any experience implementing the Principles, I’d love your feedback and to hear about any challenges you faced and how you overcame them.