The stories of mismanagement of information seem to be without end—vital records compromised that impact not only business operations, but also citizens’ privacy and in some cases, the security of our nation. In many cases, according to the Association for Information and Image Management (AIIM), these threats are known to us.

AIIM says 53 percent of organizations see threats inside the firewall as their largest security issue. Recent cases of high-profile executives leveraging personal email addresses to conduct government business and the push for open government initiatives are only adding fuel to the fire of the burning information security conversation. So, what needs to be done to move the information security issue forward?

Taking the stage: orchestrating information governance

In order to be successful, the path to better information protection has to start with a comprehensive and foundational governance program. There needs to be a call to action, and that needs to come from agency leadership and Capitol Hill – congressional support and oversight is essential. Congress needs to step in to provide the required direction to ensure the National Archives and Records Administration (NARA) has the proper resources and backing to offer guidance, putting the information governance program in the hands of agencies to ensure success.

Using a simple analogy, Congress needs to serve as the conductor – with NARA as the “first chair” – of the orchestra, directing each section (or agency) as to when and how to play their tune. With executive oversight and a proper information governance strategy serving as the sheet music, agencies are able to each play their individual part, resulting in a full, coordinated symphony across government.
Effective information governance mitigates concern over threats both external and internal. Although not a 100 percent deterrent, an agency will be much more secure just by properly managing information assets. And by establishing an information governance strategy around protecting, storing, indexing and delivering content to users, agencies can ensure the right information gets to the right people at the right time.

Increasing the crescendo

The conductors need to turn up the volume on how information is managed and governed today in federal agencies, and taking steps now can go a long way in assisting agencies in defending their information. The organization and proper management of information helps agencies apply their record policies more consistently and effectively. Taking the steps to address information governance not only drives better management of information, it protects it through rigorous access controls and compliant destruction of data at the end of lifecycle.

Congress needs to look hard at how agencies are shoring up their records. Are they securing them according to the Code of Federal Regulations (CFR) standards? Are they building a defensible information governance program inclusive of paper and digital records? Are they benchmarking their results? Accounting for new information types? Preparing for big data and unstructured data?

Individual agencies have an important role to play in administering these programs once they’re put in place. Marrying the strategy to an enterprise content management system (ECM), automated retention rules and access to that information is all part of the score.

Crafting a masterpiece

The gap between the growth of information and our ability to protect that information is widening at a rapid pace. Congressional and agency leaders need to step up their commitment to better information governance across government. You have the power to help federal agencies fund their goals to meeting the Presidential Directive on records management. You have the power to help them benefit from partnering with industry to create solutions that automate with technology and unify physical and digital information management. You can enable agencies to get out in front of this explosion of information and harness the power it provides. You can provide the necessary oversight and drive agency management commitment at the senior levels to better predict where, how and when information is accessed, shared, stored and destroyed. Don’t let the protection issue overshadow the need for a fundamental, affordable and critical step in securing our nation’s vital information. You have the power to create a masterpiece.

Tyler Morris is the director of product management for Iron Mountain Government Services.

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