The  Last  Mile  in    Informa2on  Management  

Ma4  Hillery,  Vice  President,  Document  Management  

Solu2ons  &  Professional  Services  Informa2on  Technology,  Iron  Mountain  

What  is  the  “Last  Mile”?  “…the  final  leg  of  the  telecommunica2ons  networks  delivery  components  and  mechanisms  to  retail  end-­‐users  (customers).”    Source:  Wikipedia  

The  “Last  Mile”  Explained  •  Telecomm,  Cable,  and  Internet  •  The  challenge  delivering  high-­‐value  services  to  consumers  over  low  capacity  lines    

•  The  bulk  of  the  connec2ons  in  the  U.S.    •  Bo4leneck  between  data  centers  and  the  end-­‐consumers  

The  Last  Mile  In  Informa2on  Management  

•  Policy  is  not  digitally  connected  to  the  content  

The  Last  Mile  In  Informa2on  Management  

•  The  connec2on  does  not  exist  today  

The  Last  Mile  is  Real  

“I’ve  been  looking  for  this  for  years”    

Exhibit  A:  Tradi2onal  Reten2on  Schedule  

Was  never  built  to  connect  to  content.  

Market  Dynamics  51%  have  had  data-­‐related  incidents  in  the  past  12  months,  including  16%  suffering  a  data  breach  –  half  from  external  hacking  and  half  from  staff.  Staff  negligence  or  bad  prac2ce  is  the  most  likely  cause  of  data  loss  (20%).      60%  of  respondents  agree  that  automa2on  is  the  only  way  to  keep  up  with  the  volumes  of  electronic  content.  21%  are  already  using  automated  declara2on  or  classifica2on  of  records,  and  26%  have  new  projects  under  way.  

Source:  AiiM  Informa2on  Management  in  2016  and  beyond  

Current  State  

ecm  

Closing  The  Last  Mile  is  Required  to  Classify  

•  Smarter  Reten2on  Policy  that  can  be  used  to  classify  the  content  

dumb  documents  

What  does  smart  content  look  like?  

•  Self  Described  – Security  requirements  – Regulatory  requirements  – Governance  requirements  – Business  value  requirements   smart  

documents  

Why  pursue  going  the  distance?  Value  from  Informa2on  (Big  Data)  

§  Advise  on  how  to  organize  informa2on    §  Insert  intelligence  as  reten2on  policy  is  applied  

 Cost  Reduc2on  in  Informa2on  Systems  (Cloud)  

§  Facilitate  destruc2on  and  system  decommissioning  §  Apply  reten2on  policy  to  legacy  informa2on    

Risk  Management  in  Security,  Privacy  and  Compliance  (GRC)  §  Enable  strict  informa2on  management    §  Apply  reten2on  policy  to  new  informa2on    

Why  hasn’t  TLM  been  fixed?  

Reason  #1  Not  sure.  

Why  hasn’t  TLM  been  fixed?  Reason  #2:  

The  origins  of  RIM  weren’t  in  IT  and  the  problem  

wasn’t  obvious  from  the  beginning.  

 

Why  hasn’t  TLM  been  fixed?  

Reason  #3:  Demand  for  

commercial  off-­‐the-­‐shelf  soluEons.  

 

Why  hasn’t  TLM  been  fixed?  

Reason  #4  Lack  of  

Standards.  

Two  levels  of  connec2vity  

Technology  Connec2vity  

 RelaEvely  

Easy  

Data  Connec2vity    

Difficult  

Iron  Mountain  is  Working  on  TLM  1.  We  have  the  system  (Policy  Center)  2.  Our  IG  Consul2ng  team  are  Policy  

experts  3.  Industry  rela2onships  

Our  Vision  •  New  Open  Standard  •  Industry  adop2on  •  Cer2fied  systems  

Expansion  through  IG  Elements  

Source:    Informa2on  Governance  Reference  Model  /  ©  2012  /  v3.0  /  edrm.net  

How  can  you  help?  •  Par2cipate  in  our  Standards  working  group  •  Par2cipate  as  a  Pilot  •  Drop  your  business  card  on  your  way  out  or  Booth  #11  – Request  to  be  updated  

Ma4  Hillery  Iron  Mountain,  Inc.  Boston,  MA              ma4hew.hillery@ironmountain.com    @ma4hillery