Keep it or kill it? Information governance and the art of document retention

In the first part of a four-post series on information governance, the discussion centers around the challenges and solutions associated with managing digital information in modern work environments. While digital-first and mobile-friendly practices have boosted productivity, they have also introduced risks such as data leakage, loss, and disorganization. Information governance, which encompasses the rules and policies related to managing information, is essential but often poorly implemented, with 73% of organizations lacking formal policies and 23% of those with policies experiencing chaos. Box suggests simplifying information governance to focus on three key areas: document retention, defensible discovery, and security classification, with the current focus on document retention. Effective document retention involves a comprehensive approach to managing a document's lifecycle through stages of active use, semi-active storage, and eventual disposal or archiving. Challenges such as mobile workforces, outdated systems, and manual processes complicate retention efforts. However, automating controls and utilizing cloud-based systems can streamline retention by automatically managing content lifecycles, thereby reducing complexity and inefficiency.

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