ONE BIG POT
Is there really the practical technology that an organisation can actually move away from structured databases and just stick all its information into one big ‘pot’, to be mined for gold nuggets at a later date?
Storing information (as opposed to just letting stuff pile up) is a costly business and the decision to store information usually comes from people on higher pay bands. The decision of where to locate is often a manual decision which not only has a significant management overhead of its own but also involves co-ordination from other high pay bands.
THE COMPLEXITY OF INFORMATION
Add to this dilemma the complexities of ‘legal hold’ on material and the identification of ‘discoverable’ items. Suddenly information management looks a lot harder and the siren song of Big Data seems a lot more alluring. The problem is that information that is not valuable to some is valuable to others. Who is qualified to make that decision? Should all information be held given that it will likely have some enterprise value? The battle is between cost and necessity:
- Cost: Deciding what to keep and what to get rid of takes management time and effort that costs money. The problem is that it is neither cost effective nor good policy to to push hold/delete decision making down to the lowest clerical level. The secret is to have those decisions made by more senior case-workers but only within their limited remit.
- Necessity: The secret is to categorise management information to determine necessity. Use a workflow to cascade and delegate (not to avoid) work. As it moves it accumulates metadata. No metadata means no necessity and therefore it should be disposed of automatically (eschewing arguments of regulatory compliance).
The answer is to automate the deletion of information (other than ‘Legal Hold’). Once a document/question has reached the end of the workflow without accumulating any metadata then the information should be disposed of automatically. Case-Workers make the decisions to act on the document/question and metadata is attached by more clerical staff (on lower pay bands) as the item moves through the workflow. If no metadata is attached it can be assumed that the item is not important and is therefore disposed of. Cost is minimised by letting case-workers make decisions of relevance within their own sphere of expertise without the additional management overhead for de-confliction/meetings etc. In this way, the enterprise makes a collective decision of importance and stores the information accordingly thus answering the issue of necessity.