What is the difference between records management and information governance

As a starting point, this paper aims to explore the relationship between records management and IG by considering both recordkeeping and non-recordkeeping perspectives. The research discusses literature chiefly from to the present to shed light on how discussion of the relationship between records management and IG has evolved over the past few years. A range of perspectives on the relationship between records management and IG was evident and, notably, a lack of direct engagement from the records management community. Taking the positive perspectives that emerged, IG was seen as an opportunity for records management. By contrast, others regarded it as a necessary successor to records management, the latter perceived as too associated with the paper era to be capable of meeting the organisational information needs of today. Equally, others were sceptical about the real difference IG offered, suggesting it was in part a rebranding exercise, which did not necessarily articulate anything fundamentally new.

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WATCH RELATED VIDEO: Real World Data Governance: Data Governance vs Information Governance

Goals of Information Governance. Why Is It Important?

Skip to main content Skip to footer. Records Management. Proactive transparency will help to build public trust, which will assist governments to address complex policy issues and improve service delivery. Read the key findings here. Member only content join now. Information Access Commissioners and Commonwealth Ombudsman have released the findings of their second cross jurisdictional study of community attitudes on access to government information.

Key findings include: The importance of the right to access information is consistently recognised by respondents in each jurisdiction. In general, citizens were able to obtain information successfully in each jurisdiction.

Read the statement from the Commissioners or view the research findings here. While the Tune Review recommended a proposed Government Information Management Model GIMM , where records management across government would be centralised to the NAA, the Government intends as the first step to convene a committee to drive efficiencies and improvements in the short to medium term.

The rise of flexible working arrangements means that collaboration tools, such as videoconferencing and instant messaging tools, as well as cloud-based document creation and sharing services, are increasingly essential to facilitate collaboration.

The Office of the Victorian Information Commissioner has provided guidance to assist organisations to consider their privacy obligations when implementing and using collaboration tools, plus information security and record-keeping considerations. Read the Guidance here. The investigation examined the extent and causes of delay at agencies, which included resourcing issues, process, technology, culture, communication and the impact of the COVID pandemic.

Read the report here. Cybersecurity was also underscored as an urgent priority, with the collection of government records otherwise vulnerable to obsolescence, attack, compromise or loss. The recently released Tune Report proposes a new integrated, whole of government model for information management and record keeping and for the storage, digitisation and preservation of government records across the Australian federal government.

The model seeks to generate efficiencies across government sufficient to support the necessary investment in digital capacity within the National Archives and other priorities. It has three tranches: A major investment in a new 5th Generation Digital Archive 5thGDA that will bring the National Archives ICT systems into the digital age, enabling end-to-end handling of records from creation through to access A Government Information Management Model GIMM , with the National Archives having responsibility for information management across Australian Government agencies, to support improved records management, to provide better compliance with the objectives set down in the Archives Act, and to escalate digitisation of the Archives records.

This seeks to provide whole-of- government efficiencies A Centralised Storage […] Member only content join now. This article aims to generate discussion about strategies to improve information security — in particular to support people in appropriately handling sensitive information recognising the human factor as one of the main weaknesses in security programs ; leveraging existing systems and frameworks to enhance interoperability; and encouraging knowledge sharing between IG professionals across different domains.

Please share your thoughts in the comments section below. SUMMARY Both national security and crisis management require highly sensitive information to be securely shared between applications, individuals, organisations and jurisdictions.

Vulnerabilities could leave agencies exposed to greater risks during a period with a high threat of espionage. Automation can support people sharing sensitive documents, to reduce manual handling and human error. This could be achieved by enhancing existing capabilities and standards, drawing on frameworks from both information security and records management. Geopolitics and COVID bring renewed focus to cybersecurity Cybersecurity is a priority for all organisations, […] Member only content join now.

The aim of the policy is to continue to improve information management capability within the Australian Government Cth to meet current and future needs for trusted, authentic and reliable records, information and data for government and community. Accompanying the policy release are new, updated and existing National Archives guides and supporting advice to help government agencies implement the policy and meet each of the 17 policy actions.

NAA identifies archival resources, preserves them and provides the government and community with access to those resources. The Archives also develops standards to help Commonwealth agencies manage data and information — ensuring the integrity and accessibility of these resources for as long as they are needed.

The public […] Member only content join now. The discussion focused on the duty government agencies have to disclose algorithms used in providing services and making decisions about services and benefits to citizens. The Commissioners highlighted that robust procurement processes are essential where technology using algorithms are being procured by agencies. Commissioner Bluemmel said the bar needs to be set really high where the algorithmic decision-making involves people and their liberties and livelihood.

Transparency is necessary to understand how the decisions are made in order to assert our rights. Dr Singh pointed out that transparency needs to be meaningful so that it allows us to be able to interrogate, scrutinize and challenge, and it requires organisations to give careful consideration […] Member only content join now. It was been released together with a list of supporting advice that exists, or will be developed or updated, to support the policy.

InfoGovANZ submitted its feedback in response to the new policy, which is available here. The new policy will take effect from 1 January and will follow the current Digital Continuity policy DC which concludes at the end of this year. The policy seeks to improve information management capability within the Australian Government to meet current and future needs for authentic and reliable information and data by government and community.

Posted with permission from Active Navigation, originally published on June Unstructured data, also […] Member only content join now. After 37 years we can view the correspondence between the Governer-General and the Palace in the lead up to the dismissal of the Whitlam Government. The Information and Privacy Commissioner NSW has developed a fact sheet to provide guidance about the definition of record, in particular digital records under the GIPA Act and what it means for agencies.

The fact sheet also outlines the importance of agencies maintaining good digital recordkeeping practices to ensure it is able to comply with its legislative obligations. The critical roles of data, access to information and the challenges of misinformation were highlighted in the current COVID pandemic as well as the recent Australian bushfires.

The importance of connectivity and of access to trusted information, the role of fit for purposes systems to capture records during a crisis and accountability for decisions made during the pandemic period were all highlighted. A key focus of the discussion were increased information security and cybersecurity risks with the move to working from home.

These include the risks of data leakage, data breach, shadow IT and cyber-crimes. In summary, the discussion emphasised that the myriad of information, records, […] Member only content join now. Trust was explored in two ways. He discussed the role of openness as a foundation for democracy. This is based on the view that information held by government is a public resource which should be used for public benefit; and that the community has a right to be informed about government operations.

It was a conference filled with a keynotes, plenary sessions and roundtables over the three days of the conference. David highlighted the contribution of the Australian recordkeeping profession to the state […] Member only content join now. Information Governance is by its very nature interdisciplinary. Of course it needs leaders, but great information governance leaders are those that enable a multi-disciplinary team approach to thrive.

This is best done by allowing the distinct approaches to information brought by members of the team to exist in both cooperation and creative dissent. The organisational context and information culture determines exactly which skills are brought into the collective mix of information governance, but typically it includes compliance, risk, privacy, risk, security, recordkeeping, data management and analytics and more in the American context, e-discovery.

Each of these focus areas bring specific approaches to their patch of information governance — the trick is to get each to play to their strengths without drowning out or diminishing the important roles of others. Playing nicely across information disciplines is not a given, and fostering that capability is the skill of the information governance leader.


What is Information Governance? Why is it Important?

Do more with your information this year! These five tips will help you use your info to achieve better regulatory compliance, more solid customer and employee trust, and greater business value. Drawing on her results, she shared with us the top five things she thinks California companies need to know about information governance in In addition, she notes, hard copies of certain documents remain key to various legal and internal business requirements, even as digital transformation initiatives increasingly take center stage. The ability to continue managing physical files, and scanning those files as needed , in secure offsite locations will remain a critical aspect of your information assurance strategy for a long time to come. In particular, Koti recommends deploying dashboards that automatically display and report on business metrics in real-time, so your executives can easily find data to support and align strategic business goals.

Information governance deals less with doing day-to-day work and more with strategizing and planning for how information should be organized.

Records Management Code of Practice

Access Sciences builds records management programs to be sustainable and adaptable over the long term, enabling compliance while supporting operations. The client had previously designated OpenText Content Server 16 as its official corporate records repository. However, the increasing user demand for its Office platform, Communications including SharePoint Online SPOL and Teams, made it clear that the platform must also be used to manage documents through their full lifecycle. From beginning to end, we do it all — records ingestion, classification, request fulfillment, lifecycle management, and security. We help organizations to communicate and justify the business need for records and information management programs. Our experts design taxonomies so information can be found when needed, regardless of who created it and where it is stored. Our experts help organizations realize cost savings by physically and digitally analyzing boxed records inventories in support of defensible disposition. Our professionals ingest, image, and classify content, freeing organizations to focus on their core business.

Standard for Records and Information Governance

what is the difference between records management and information governance

This quote brings up an important distinction. While records are often considered synonymous with documents, they include one important characteristic that makes them unique: records, whether physical or digital, include evidence of a particular business activity, requiring them to be stored and retained over an extended period. The U. An organization-wide strategy will govern how information is created, stored, shared, tracked and protected.

A quick introduction to basic records management concepts, including what is and is not a record. What is Records and Information Management?

Retention vs. Records Management

Successful introduction and continuous application of data governance and compliance practices are an absolute imperative for all organizations. This applies to all data repositories including unstructured data held in traditional file shares, collaboration platforms, private, hybrid and public cloud services. The following features are only available in the Information Governance and Compliance solution area:. Mail Twitter. Self-service access to analyses of file service usage that highlight areas of possible non-compliance and guide specific action by data owners. The ability to effect a change in the organizational culture; to create the understanding that responsibility for ensuring data quality is shared by all file service users.

Information Governance Policy

Records management is an important component of any information governance strategy , but do you know what goes into your records management strategy to be successful? Many people often confuse records management for simple document retention, but true records management goes much deeper than merely retaining a document for a certain amount of time. When building a management program, it is important to understand the differences between retention and records management so you can determine if your organization has more in-depth requirements when managing records. Not everything within your company needs to be considered a record. Retention is a strategy that focuses on reducing the volume of information your company has to manage. By minimizing the redundant, obsolete, and trivial content ROT , your organization organically generates cost savings.

Some people use the term information governance (IG) when talking about records management. IG is the management of information to support.

Records Management vs. Information Governance: What Is the Difference?

Though they do complement one another, they have very big differences. Information governance is the big picture view or structure that data fits into. Information governance has a tendency to be linked with the business and compliance-centric concept to managing the usage and retaining of business records.

10 Major Benefits of a Records Management System

While many businesses are aware of the notion of records management, many still do not have a system in place and are unprepared to deal with the limitless amounts of electronic data. Organizations are being overwhelmed with data from a variety of sources and in a variety of formats, including paper files, emails, digital documents, audio recordings, and videos. To stay compliant, businesses must recognize the value of handling and monitoring all types of information and adopt a thorough records management software to achieve long-term objectives. Companies can use record management and retention to ensure that their employees have comprehensive access to correct information in a timely and cost-effective manner.

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Records Manager

Information governance is the process of making information assets available to those who need them while ensuring compliance and streamlining information management. Every online interaction leaves a trail of data that can be audited. However, in other cases, this is highly sensitive data that requires privacy, security, and discovery controls. Knowing the difference between the two types of data and their location is one of the main data-related challenges faced by organizations. The truth is that today, a substantial amount of data remains ungoverned which makes it difficult to understand what is valuable and what is not. This puts sensitive data at risk and potentially useful data underutilized.

Information Governance

Whether you call it records management, IG or information governance, managing the entire lifecycle of your discovery projects from start to finish is critical to your organization and your customers. The model begins with Information Governance, a functional understanding critical to the entire eDiscovery process. XDD fully possesses and incorporates that understanding in all that we do. Take our quick Webinar Topic Survey to help us tailor our educational series.

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  1. Cynhard

    Well done, the sentence excellent and is timely

  2. Jax

    I'm sorry, but, in my opinion, mistakes are made.

  3. Damh

    Your opinion is useful