As discussed in Part 1 of this series (Taking Control with Information Analytics: The First Step), deploying an information analytics and remediation (IAR) system is a three-part task. The first part involves a systematic analysis and categorization of unstructured information. During that phase, there are two tasks: run programs to help clients see the full scope of their information chaos and then evaluate current internal processes. Once those are complete, it’s time for the next step.

Evaluating Resources and Creating a Pervasive Governance Plan

The first part of Step 2 involves more intense strategic planning. The company’s enterprise content management strategy needs to be updated to optimize the Electronically Stored Information (ESI) management process. Then we explore technology tools to support early case assessment and work with the staff to manage the new process. Again, sometimes a company has some processes and software in place, so working with the existing platform (if it works) can be a big cost-saver.

Next, a pervasive governance plan is established to manage, control and protect information. See, companies have a wide range of information floating out there—it’s not just in the office anymore. Sure, enterprise information is in the physical office, but the rise in remote employees, contractors, partners, and suppliers must be considered as part of an “extended enterprise.” Then there is even more content across platforms and devices such as smartphones. All of this comes into play because you want to manage all information—not just some of it.

Time for Tactical Planning

Next, it’s time to determine how to physically pull off the task—and things can get a bit technical in this second phase of Step 2.

An implementation roadmap is created that defines tasks and timelines with respect to the provider, the company and its employees. Again, each company is different so the time needed for implementation varies. We typically perform roll out in a phased based approach which is usually between three 12 months.

Then the necessary products are evaluated and selected. This process takes into account any existing platforms or applications or processes that may be useful. Then a customized solution is designed.

In launching an IAR system, choosing a company with in-depth expertise in records management, eDiscovery, strategic planning, and successful implementations is vital. When all of these elements come together, the result is a solution that complements the company’s existing technologies; resolves risk and costs associated with eDiscovery, records and information management; enables the organization to respond quickly and defensibly to discovery requests; and aligns people with processes and technology to produce a winning solution.

Have you taken control of your information analytics? If so, tell us how.