document retention periods

The Information Risk LandscapeChristian ToonHead of Information Risk

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ENVIRONMENTThe Information Risk Landscape

Complex and fast-changing

The opportunities: business without boundaries

The obstacles: the everyday terror of terabytes

The Information Risk Landscape

BIG DATA

“Every day, we create 2.5 quintillion bytes of data — so much that 90% of the data in the world today has been created in the last two years alone.”(Understanding Big Data, IBM Whitepaper, 2012)

The Information Risk Landscape

VOLUME: CREATION

Every hour, enough information is consumed by Internet traffic to fill 7 million DVDs.

The Information Risk Landscape

SIDE BY SIDE THEY'D SCALE MOUNT EVEREST 95 TIMES

VOLUME:CONSUMPTION

70% of the UK will have 4G coverageby the end of 2013

The Information Risk Landscape

SPEED

The Information Risk Landscape

£83The average price of an entry level smartphone has fallen to

ACCESSIBILITY

The Information Risk Landscape

1in4 is now a ‘three screener’

MULTI-DEVICE

corporate email accounts worldwide

The Information Risk Landscape

>918 MILLION

content pieces shared on facebook/month

>30 BILLION

tweets/day

>400 MILLION

Even defining the basic rules of the road around “document” and “record” is not always simple...

The Information Risk Landscape

MORE COMPLEX REGULATIONS

SO, WHAT DOES THIS MEAN FOR INFORMATION MANAGERS?

The Information Risk Landscape

PwC Information Risk Index 2013 Average score of 40.6 out of 100

BUSINESSES ARE AT RISK

53%of European businesses expect to lose data

The Information Risk Landscape

PROCESSES ARE PAPER AND DIGITAL

The Information Risk Landscape

The Information Risk Landscape

DATA SWAMPYou need to better manage stored information

And with a tight budget

The Information Risk Landscape

RECORDS MANAGEMENTIs key to meeting legal retention periods

The Information Risk Landscape

PEOPLEYour best asset and your greatest risk

THE WORLD HAS CHANGED BUT HAVE WE?WHAT SHOULD WE FOCUS ON?

The Information Risk Landscape

The Information Risk Landscape

ACTION POINT 1:Lead your organisation out of danger

The Board

Information Management

Risk & Reputation

The Information Risk Landscape

Get senior buy-in

You need to speak the language of the board room

The Information Risk Landscape

A change in behaviour and culture required

Corporate culture

The Information Risk Landscape

ACTION POINT 2:Get a handle on the data swamp

Implement a compliant records management programme

The Information Risk Landscape

The Information Risk Landscape

Create a retention policy and build into your RM programme

The Information Risk Landscape

Operate a policy of controlled trust

ACTION POINT 3:

The Information Risk Landscape

Make friends with other business functions

CORPORATE INFORMATION RESPONSIBILITY

The Information Risk Landscape

The Information Risk Landscape

WHAT IS THE INFORMATION RISK MATURITY INDEX?

Strategy

People

Communications

Security

WHAT WAS THE AVERAGE SCORE ACROSS EUROPE?

The Information Risk Landscape

WHAT WAS THE AVERAGE SCORE ACROSS EUROPE?

The Information Risk Landscape

40.6

The Information Risk Landscape

WHAT IS THE RESEARCH TELLING US?

The Information Risk Landscape

No one is managing their information at a satisfactory level.

The Information Risk Landscape

48% have experienced impacts to reputation

The Information Risk Landscape

The Netherlands is lagging behind

The Information Risk Landscape

Legal is bottom of the pack

The Information Risk Landscape

THE BIGGEST RISK IS BEHAVIOUR AND CULTURE 1% consider information risk everyone’s responsibility

The Information Risk Landscape

• Patent protection• Inadvertent disclosure• Financial liability

HIGH RISKS & SERIOUS CONSEQUENCES

The Information Risk Landscape

• They treat information risk as a boardroom issue.• They have a multi-

disciplinary team in charge of information risk.• They have a balanced

information strategy and they monitor its effectiveness.

WHAT ARE THE BEST ORGANISATIONS DOING?