5 Steps for Effective Information Governance Strategy

A 5 Step Approach to Information Governance

When implemented properly, your information governance program supports the creation, storage, use, valuation, archiving
and deletion of information. Effective information governance requires a set of processes and tools that support specific
actions over the lifecycle of each type of content you create in your organization.

One way to approach your information governance plan is to think of it as a series of 5 steps, or stages that you need to
complete for every information item stored in your organization.

5 Stages of a Successful Information Governance Plan

5 Stages of a Successful Information Governance Plan


Your organization stores information in systems and repositories across the organization.

  • Structured, transactional data in business systems
  • Unstructured content such as documents, emails and logs

As a first step, you need a way to connect to information in any system in your organization. Each connection can then be used to view, inspect, extract and manage information regardless of where it is located.


Once you have connected to each source system, you need to assess exactly what is in each repository. Using the insights derived from file and content analytics, you can map out the necessary actions to cleanse the content, delete duplicates, migrate to secure repositories, and mitigate exposure related to private information.


Offload inactive content from production applications to reduce costs, increase application performance, and create a compliant environment.

  • Move inactive content to lower cost storage tiers as it ages
  • Archive the right content according to compliance policies and application decommissioning needs

Application Archiving is moving inactive content from application environments to lower-cost, compliant records management environments. Reduced repository size means cost savings and improvements in performance and compliance.


Apply records management to address key compliance and governance requirements:

  • Retention/destruction management based on defined policies tiered by jurisdiction, country, and business unit
  • Litigation hold to “freeze” documents and files that are part of an inquiry or legal action

Records management is your process for the collection, indexing and analysis of records (digital or paper based, structured or unstructured) produced anywhere – and by any system – in your organization.


A single pane of glass for search and analysis of all content across the enterprise:

  • Federated search across multiple content repositories
  • Advanced content analytics techniques which leverage natural language processing (NLP)

Gain the ability to have one view to all compliance driven information across all disparate business applications and file repositories.

What does your Information Governance strategy look like?

Effective information governance is critical if you want to increase your flexibility to move to the cloud or adopt new technologies. File analytics, data archiving capabilities, records management, and content analytics allow you to reduce costs, increase compliance and drive the business transformation initiatives demanded by your customers.

We’ll be diving deeper into these steps in future posts. Please subscribe to our monthly newsletter to keep up to date on new content discussing the challenges and successes of information governance.


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