Data Management

Santa Barbara Data Management Services


The Need to Govern Information

Businesses who depend on information resources will find that an orderly plan becomes necessary to store and retrieve data for use in new projects. There are many constraints which apply to businesses on how to govern information. Some are legal regulations, like in the health care industry, and some are operational dependencies, like Cloud applications and Software-as-a-Service. Some are internal necessities, like e-mails and reports. Each use case demonstrates separate functional needs, but they receive similar benefits from proper data management policies.

Information sits at the pinnacle of the modern business environment. It is the foremost authority on how to market products, where to sell products, who buys products, and identifies the numbers qualifying the health of business performance. This is why policies set to govern information are vital for business.

Classifying Information

Not all data has related qualities, or the same use. To develop efficient use of data, information needs to be sorted into classes based on purpose, origin, destination, or regulation. Classifying information based on these qualities allows for creating policies which govern information for adhering to regulations, having availability to employees or consumers, and providing a desired function.

The process of classifying information depends upon the level of invasive procedure that a business needs to apply for identifying a piece of information as fitting properly within the class. If businesses have no current classification procedure already enforced, then each piece of information must undergo a review for placing it into a class; however, if a procedure already exists, information within those classes work within new policies that emphasize regulatory requirements and productivity.

Using Classifications for Developing Storage and Retrieval Policies

Classifications are useful for determining how storage and retrieval of information works. Many businesses collect consumer information like account numbers, addresses, dates of birth, and each of these must follow consumer protection regulations for maintaining information. This information would not have the same class as the user’s manual for a product; the first requires privacy, but the second needs public availability.

When deciding policies on how to govern information, who creates it and who accesses it are vital for effective results. Businesses may want consumer created content to arrive on a publicly accessible server, first tier, but then transfer that content to a privately accessible server, second tier. However, this process would be handled differently for identifiable information, as that information is subject to regulations and must be stored to and retrieved from a secure server, third tier.

Designing policies around the classes of information provides a clean method by which businesses can attribute greater productive efficiency and consumer satisfaction.

Benefits for Businesses

Businesses benefit from governing information correctly because it establishes a guidebook in which any scenario has an applicable, foreseen actionable outcome. Employees and operational processes will find an improved performance boost because they have the data they need available quickly. They are free from needing to gain authority for accessing public information, and they know the process to request authority for protected information.

Consumers appreciate developed privacy concerns by businesses. They demand and expect that their information be safe from compromise and intrusion. Consumers aware of the policies regarding their data understand that these businesses represent their interests and likely will decide to continue doing business with them.

Information has become the driving force behind many businesses. This critically requires businesses to develop appropriate policies on how to govern information. Developing data policies begins with their classification. Using these classes allows businesses to associate them with other appropriate data on how to store and retrieve them: public or private. Businesses benefit from well-governed information because it improves business productivity and consumer appreciation.

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