Five Critical Considerations in a Hybrid Workplace: Information Governance | Epic
Information governance (IG) has never been more necessary than in today’s workplace. Clearly, remote and hybrid workforce models are here to stay, and emerging technologies to support this way of working are creating endless sources of data that organizations can factor into their IG program.
For example, the adoption of collaboration tools has exploded in the past two years and will continue to be an integral part of many organizations’ business operations. With new technologies and information sources, organizations need to strategize on ways to modernize vital records and data management practices to reduce risk and maximize value.
Considerations for the future
Although often seen as just a back-office function, a holistic approach to your records and information management The strategy is now essential in the face of the expansion of data and mass digitization. Policy creation needs to be more strategic and cross all departments, as everyone is responsible for maintaining good information governance hygiene. Below are five things to consider when transforming information governance programs in these digitally-fueled times.
- Accelerated digitization: It is well established that the pandemic has propelled many digital trends which were already materializing, as move away from paper documentation and increased remote work allowances. As many organizations across industries consider continuing to operate from hybrid models, there are vital information management principles to review. In addition to accommodating new data types and information repositories, there are other challenges that teams may not have considered, including the impact of downsizing on management policies. retention. Less physical office space means less space to store paper documents. This provides the opportunity to deepen retention policies and deploy innovative solutions such as automating document classification, updating scanning workflows and paper initiatives, and improving storage security. A strong program relies on a combination of technology deployment and policy development that takes into account changing workflows or digital habits.
- Physical Security Challenges: While remote working offers compelling benefits, it also inherently increases risk. Bringing home corporate devices and records, using personal devices, and operating outside of home networks are a few elements of this work model to address. Actions to consider to limit risk include VPNs, shared drives, automatic cloud backups, minimum internet requirements, policies around locking devices when left unattended, printing capabilities limited, digital mailrooms, and dedicated collaboration platforms for internal or external communications. Study current and future business needs to determine the most relevant information policies and reduce security concerns associated with hybrid working.
- Flexibility: Although a certain rule can govern information habits, it is usually possible to adopt flexible approaches that vary between organizations, and even teams within the same organization. Factors to assess include comprehensiveness, types of data collected and stored, risk appetite, and service priorities. This will help guide the creation of policies and procedures regarding information management and security. To maintain the defence, ensure applicable rules and regulations are adhered to, such as adding additional security measures to certain document repositories where high-risk data is stored while implementing different processes for the data requiring less supervision.
- Compliance: Data Security and Privacy are two major compliance factors that are transforming information governance initiatives. Rising cyber threats and rising ransomware costs, coupled with emerging privacy regulations, make it crucial to co-develop cybersecurity and information management policies. The risk reduction method includes creating internal compliance roles, consulting with experts in these areas, outsourcing compliance functions such as responding to consumer inquiries, implementing new standards security for remote workers and the exploitation of automated technologies.
Planning: The basis of a successful program is assessment and planning. Now is a great time to reflect on how some remote processes work and what information management challenges are to better prepare for the future. Some things to consider are areas that would benefit from automation or outsourcing, creating internal roles, the data of which can also provide insights to inform strategic moves, applicable regulations, and storage capabilities. A transformed approach to information management improves the ability to serve customers while reducing associated costs and mitigating risks associated with data loss or exposure. Training and auditing are also essential for role recognition, especially when introducing modern technologies and balancing remote capabilities. Equally important, it is necessary to ensure that you educate stakeholders on compliance best practices. Finally, consider document management system health checks to verify the current state of governance and storage operations and how hybrid working is factored into these processes. This highlights areas for improvement to be addressed in future planning for the information governance initiative.