INFORMATION MANAGEMENT ASSESSMENT
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Information Management Assessment
Abstract
The importance of information management in today’s organizations cannot be overemphasized. Organizations collect, store, and analyze different types of information. Information governance ensures that the right people have accurate information for decision-making at the right time. To benefit from big data, organizations have to implement policies, structures, processes, and controls that balance information availability to decision-makers and security. The growing problem of cybersecurity has increased the salience of information security. Senior management plays a leadership role, initiate ideas, provide change management, and have an implementation role in information governance. Risk management capabilities enable organizations to navigate the challenges which come along with the implementation of information systems. Information systems improve decision-making by providing accurate data in real-time. It also enhances communication flow and provides employees with learning opportunities. Information management affects how organizations deliver value to customers.
Table of Content
Abstract……………………………………………………………………………2
Introduction……………………………………………………………………….4
Information governance……………………………………………………………4
Information security……………………………………………………………….7
Proctor and Gamble Case Study……………………………………………………11
Bank of America……………………………………………………………………16
Possible Improvements to The Organization’s Use of Information Systems………17
Importance of Security in Information Management……………………………….18
Introduction
The paper focuses on the importance of information governance and information security in organizations. It relies on the Proctor and Gamble Case study to explore the responsibilities and roles of senior management in information governance. A critical analysis of the use of information systems and information technology of Bank of America provides insight on how the impact on decision-making, communication flow and staff development. Improvements to the banks information systems are suggested. Finally, the paper critically analyzes the importance of information security at the bank.
Information Governance
In the 21st century, every organization needs a holistic approach to managing corporate information by putting in place structures, policies, procedures, controls, processes and roles that treat information as a valuable asset. According to Dong and Keshavjee (2016), it is the implementation of decision-making authority on issues surrounding information and data. Information governance manages the full cycle of information flow from creation, storage, usage, and archival (Dong and Keshavjee 2016). At the strategic level, information governance helps to achieve business goals. Proença, Vieira, and Borbinha (2017) argued that information governance should be linked to the organization’s core strategies.
Guetat and Dakhli (2015) found that information governance ensures that information is available to those who need it. Information governance reduces the risks that surround poorly managed information (Guetat and Dakhli 2015). The arena of information governance provides employees with information they can trust in making business decisions (Morabito 2015). In the last several decades, information governance has become increasingly salient as businesses seek to streamline their management of big data to thrive in the changing competitive landscape.
Information integrity involves the creation of structures, processes, and practices that ensure the consistency of methods used to create, distribute, and store data (Constantinides and Barrett 2015). Maintaining optimal information governance practices ensures that the information is accurate and authentic (Constantinides and Barrett 2015). Information governances make it possible for an organization to generate accurate information in incompliance with reporting regulations.
In the age of big data, companies can use information governance mechanisms to gain a competitive advantage. As more firms deploy big data in their strategies, the main challenge has been to deal with the velocity, volume, and data (Mikalef et al. 2018). Information governance provides the structure, policies, roles, and processes that can help companies use big data to enhance competitiveness (Morabito 2015). It increases business agility by enhancing decision-making. Businesses are able to make faster and more accurate decisions (Mikalef et al. 2018). Information governance establishes how structured and unstructured information from big data is combined to drive business agility at the strategic level.
Clear, automated information management policies reduce the cost of information administration and storage. Since there are fewer versions of information and unambiguous deletion policies, organizations can save costs attributed to valuable information storage (Morabito 2015). Organizations with effective information governance can easily identify invaluable information in legacy systems (Constantinides and Barrett 2015). They are also able to identify obsolete systems that occupy space without being of value to decision-makers.
Some studies have linked information governance with organizational commitment (Mikalef et al. 2018). In the healthcare industry, information governance has led to a reduction in medical errors and faster decision-making. The implementation of information governance in the airline industry has led to faster decision making and effective market analysis. It is an important aspect of delivering data-driven innovations (Constantinides and Barrett 2015). By getting information from different sources, information governance can provide organizations with insight previously impossible. Big data requires robust systems of information governance that are able to establish processes and practices that exploit large volumes of data (Morabito 2015). Information governance enables organizations to respond to opportunities by identifying new processes and services.
Information governance has a positive impact on a company’s operational capabilities. It is an extension of IT governance that directly impacts organizational performance (Morabito 2015). The presence of structures, policies, and roles that manage information as an asset improves organizational capabilities (Dong and Keshavjee 2016). Organizational data turn data into valuable information that can be used in the development of effective strategies.
Information governance is often triggered by litigation or compliance activities. It helps organizations in highly regulated sectors such as the financial sector, telecommunication sector, and energy sector to comply with regulations (Guetat & Dakhli 2015). Information governance becomes important when an organization has to comply with regulatory reporting requirements (Dong and Keshavjee 2016). Effective information governance practices play an important role in proving that an organization is compliant with existing reporting laws. Organizations rely on information governance to ensure that information is available to lawyers or auditors (Dong and Keshavjee 2016). It enables easy access to information for use in decision-making. Information governance also ensures the presence of class procedures for the archival of information and the destruction of information (Guetat & Dakhli 2015). Automated categorization and tagging of information can make it easier to reduce business risk.
Collaboration is a critical aspect of running a successful organization; nevertheless, there is tension between the need for the organization to control information and employees’ desire to improve the sharing of valuable information (Stewart and Jürjens 2017). Information governance enables organizations to create a secure environment where customers, suppliers, and employees can share information without worrying about security. It allows the business to maximize value while reducing risk (Guetat and Dakhli, 2015).
In the age of social media, business communications have shifted to social networking sites, outside the corporate firewall. There are large volumes of data held on social networking sites that have to be managed the same way as the information on the company’s servers (Stewart and Jürjens 2017). It has become necessary for information managers to implement a governance process that identifies valuable information, establishing its value and risk to the organization (Constantinides and Barrett 2015). The main objective of information governance in organizations is to ensure internal accountability in protecting an organization’s valuable assets.
Information Security
Information security is defined as methodologies and processes designed to valuable business information from unauthorized access, corruption, modification, deletion, and unlawful use (Laybats and Tredinnick 2016). Information security protects information when it is in storage and during transmission from disclosure or misuse. Information security involves confidentiality, ensuring that only authorized people can access sensitive information (Laybats and Tredinnick 2016). An information management system should be able to detect unauthorized persons attempting to access information (Constantinides and Barrett 2015). It should also be able to block them. The various techniques used to keep authorized persons from accessing information include authentication, passwords, and encryption (Laybats and Tredinnick 2016).
Integrity ensures that information is kept in its correct state. Information security enables organizations to protect information from being accidentally or intentionally modified (Layton 2016). Sabotage and fraud are some of the primary forms of authorized modifications to information. Since only a selected number of parties should be allowed to change secured data, information security ensures accountability (Layton 2016). In essence, it should be possible to determine parties that modify sensitive information to ensure accountability. Information remains valuable and useful as long as it cannot be compromised in any way.
Availability is an important aspect of information security because it ensures that people who are authorized can easily access the information and use it to make decisions (Mikalef et al. 2018). Valuable information is collected and stored for the purpose of supporting decision-making and service delivery. Therefore, the information should be readily available to users at all times to prevent disruptions in operations (Layton 2016). By ensuring availability of information, information security allows an organization to perform its core functions. Technologies that promote information confidentiality also ensure integrity because they prevent unauthorized persons from accessing data (Mikalef et al. 2018).
Non-repudiation describes a situation where one party cannot deny sending a message and the recipient cannot deny receiving the message (Mikalef et al. 2018). It supports the authenticity and integrity of information when there are systems which ensure non-repudiation (Mikalef et al. 2018). For an information system to work effectively, there has to be assurances of the originality of the data and its authenticity. Recipients should have the necessary verification information to confidently share sensitive information.
Security classification of information provides organizations with an opportunity to value information. To determine protection requirements, an organization should identify valuable information. Security controls can only be implemented when it is clear which information should be protected, and the level of protection. Certainly, not all information is valuable, private, and sensitive. Information security ensures that information is stored according to its value. The more valuable the information, the stronger the controls. Security classification enables an organization to save resources by focusing on information which the company needs to keep private.
In the 21st century, information security has become a leading concern, amidst the emergence of sophisticated cyberattacks. According to Soomro, Shah, and Ahmed (2016). Most organizations store their value information on databases. Some of the common information security threats include phishing attacks, viruses, trojan horses and worms (Safa, Von Solms, and Furnell, 2016). Theft of information, especially intellectual property and customer private information has heightened the need for information security. Today’s organizations have invested heavily cybersecurity technologies including firewalls, antivirus, anti-malware and authentication to protect sensitive information from being accessed by hackers (Nazareth and Choi 2015). Information security is not more important than ever, in a reality where the frequency of data breaches have increased significantly.
Information security cannot be achieved by technology alone. Humans play a critical role in ensuring the security of information but they are also an important source of vulnerability (Layton 2016). Hackers are targeting people because they do not follow information security guidelines. Practices such as writing down passwords, downloading software or opening attachments from unknown sources can provide hackers with an opportunity to breach the organization (Mikalef et al. 2018). Currently, a lot of valuable information is stored on digital devices such as smartphones and laptops. The theft of a device can lead to the loss of data (Mikalef et al. 2018). Enforcement of information security can help to secure the information through encryption, access control or to destroy the information using remote shredding technologies (Mikalef et al. 2018). Employee training plays a critical role in reducing information security vulnerabilities.
Securing information involves the mitigation of risks. Organizations are required to identify information assets and possible vulnerabilities and threats (Safa, Von Solms, and Furnell, 2016). Risk evaluation provides an organization with an opportunity to respond to vulnerabilities through mitigation, avoidance or accepting them. In risk mitigation, organization implement security controls which ensure access to information by authorized personnel only (Laybats and Tredinnick 2016). A risk assessment provides organizations with insight on the likely vulnerabilities and threats. The threats keep on evolving, organizations have to regularly conduct risk assessments.
Administrative controls play an important information security by regulating how information is stored, retrieved and shared in day-to-day operations (Flowerday and Tuyikeze 2016). Written guidelines, standards, and policies ensure authentication and non-repudiation. Administrative controls such as disciplinary policies are generally used to regulate access to information. Physical control of the environment and computer networks is necessary to ensure availability while preventing u unauthorized access (Layton 2016). Doors, locks, barricades, and surveillance cameras help to monitor systems and prevent unauthorized access. While it is often overlooked, separation of duties can help to promote information security. For instance, an individual preparing the payroll should be forward the information to a college or department that pays workers.
Procter and Gamble Case Study
Information governance is at the core of effective management of today’s organizations. The overall strategy of information management and organization a company adopts to has an impact on its competitiveness (Layton 2016). As a result of the changing competitive landscape, business leaders are under constant pressure to make the right decisions. Information governance has become increasingly important in managing the large organization that generates a lot of information that is used for decision-making.
Senior leadership are accountable for information management decisions and have been prepared to be involved in decisions on implementation and maintenance processes. Senior leaders are strategic partners in the adoption of information governance as a cooperate strategy. As strategic partners, McDonald and Passerini played a role in the strategic alignment of information governance with the business strategy of the company (Davenport et al. 2013).
The Procter and Gamble Company is a leading provider of personal products. The company collects data and uses it transform how it does business. For the reason that the company operates in 180 countries, there are large volumes of information that require to be managed and organized in a way that supports decision-making at the executive level (Davenport et al. 2013).
Leadership plays a critical role in the implementation of information governance in an organization. Senior management are responsible for putting in place governance policies, processes, procedures and structures that support information management and ensure that the rest of the organization complies with them (Masli et al. 2016).
Passerini took over the Global Business Units (GBS) in 2003 and led in the transformation of the information technology and human capabilities. To improve information handling and analytics, Passerini implemented the information and decision solutions (IDS). His leadership decisions were instrumental in shaping how the information was analyses for decision-making. IDS played an important role in consolidating systems and integrating in a way that simplified decision-making.
In 2009, Bob McDonald took over the organization took over the position of CEO and embarked on improving the company’s information management by improving IT capabilities. Senior leadership initiates strategies and investments which improve information governance.
Senior leadership creates a vision which drives the implementation of information governance principles. McDonald had a strong vision on how the organization would prioritize the data analytics. He stated:
“We see business intelligence as a key way to drive innovation, fueled by productivity, in everything we do. To do this, we must move business intelligence from the periphery of operations to the center of how business gets done.”
McDonald made it clear that business intelligence was the best way to drive innovation. Business intelligence is the strategies and technologies used by organizations to analyze data and deliver information which helps executives to make decisions.
Not only were McDonald and Passerini committed to business intelligence, they passionate about its implementation and impact on decision-making within the organization. envisioned data and analytics were critical to the success of the company. According to Davenport et al. (2013) “….two of Passerini and McDonald’s key passions: accelerating decision-making with real-time information, and changing the entire focus of information-based decisions from “what” to “why” and “how.”
Leadership vision is essential for increased investments in technologies which enable effective organization and use of information. Without a doubt, the adoption of cutting-edge technologies such as DIS and innovations such as the Business Sphere that can streamline and make it available to managers for decision making (Davenport et al. 2013). McDonald role as CEO has been instrumental in the investments the company has made to enhance information governance. In absence of the leadership in driving the adoption of information governance, it would have been difficult to convince senior management to make considerable investments in information management.
From the case study, the restructuring of the organization was to streamline operations to make it easier to develop and implement innovations on a global scale. The decision by the top executives to restructure Procter and Gamble also played a role in improving information governance (Davenport et al. 2013). In particular, the creation of global business units, centralized the company at the global level and led to the creation of a more logical and consistent framework of managing information. As a matter of fact, it reduced the complexity of managing data and promoted transparency.
Among senior leaders at Procter and Gamble, there is an appreciation for the role that information governance plays in promoting competitiveness. In the knowledge economy, the management of data in a way that benefits the organization has become important. The leadership at the company has embraced the ongoing disruption by big data and data analytics. It takes leadership to implement information governance structures. In many cases, it is often difficult for senior leadership to understand the opportunities and risks associated with the different types of information generated by a company.
Organizations which senior managers who are competent in information governance have an added advantage. Procter and Gamble is way ahead in the adoption of information governance as a result of informed leadership. Passerini had a doctorate in statistics and understood the importance of organizing information to achieve greater efficiencies (Davenport et al. 2013). McDonald linked business analytics and intelligence to success in the marketplace. He also valued the importance of having talent who can enable the company to deploy analytics as part of its competitiveness.
The company’s leaders have aligned the information governance framework to meet Procter and Gamble’s strategic objectives. McDonald has been able to integrate information governance with the company’s market orientation. Since 2003, the company has adapted policies that ensure the holistic transformation of the company’s information management systems.
At Proctor and Gamble, the leadership have played a change management role which has enabled the company to streamline its information governance through technologies such as IDS. The role out of new technologies which are designed to improve information management activities is successful because the senior leadership had a clear and strong vision that it sold to the employees. The management adopted an inclusive approach to introducing change by working with external vendors, customers and suppliers in the implementation of IDS.
Senior management acted as champions of the integration and efficient use of information governance to create value. Passerini and McDonald advocated and promoted for the change which led to increased use of business intelligence and data analytics to improve decision-making (Davenport et al. 2013). An overall examination of the case study reveals the critical role that both leaders played in championing the structuring of data on a platform that makes it more palatable for decision-making.
The senior leadership engaged in the continuous improvement of information collection and analysis. “Passerini and his team continuously looked for ways of improving the data available both in type and frequency” (Davenport et al. 2013). Similarly, McDonalds held weekly meetings in the Business Sphere to get updates on developments in the company. The meetings relied on global reports derived from the company’s information systems.
The implementation of information governance practices, processes and structures is not an easy process. It common for companies to experience challenges. The two senior managers closely monitored developments in the implementation and use of information technology to collect and deliver data in real-time (Davenport et al. 2013). By closely monitoring information governance, the senior managers were able to identify opportunities for continuous improvement.
In many ways, the management role is the most significant contribution of senior management to information governance at Proctor and Gamble. By accepting coordinating and controlling roles, the senior leaders at Proctor and Gamble were able to ensure the effective integration of business intelligence and data analytics into the decision-making process.
Bank of America
The Bank of America is a leading financial institution in the United States. With over 500 branches, the Bank of America handles a lot of information and collects large volumes of data (Bank of America 2020). The bank has invested heavily in the implementation of information technology in order to improve the efficiency of its workers. Information systems promote employee productivity by providing accurate data that improves decision-making (Bank of America 2020). At the same time, it improves the speed of decision making by availing integrated data in real time.
One of the main drivers of the adoption of information technology management systems is the provision of speedy and convenient customer service. Financial services systems enable financial institutions to provide speedy services by providing fast and accurate access to information to the staff and management. Customer service decisions are based on the highly detailed information provided by the bank’s financial systems (Bank of America 2020). Information technology is at the centre of communications with customers.
The emergence of cloud storage services has been particularly important for the bank. Clous computing has been a catalyst for enterprise business transformation at the of Bank of America (Eide 2020). The large volume of data collected at the bank’s 500 branches is stored and easily retrieved for decision-making in clouding systems. The clouding system is more than a technology and has moved to the focus of the bank’s chief financial information officer, top management, and the board. Clouding systems reduce the costs of storing information (Eide 2020). Equally important, they provide important customer insights they are used to improve decision-making. Cloud computing has enabled the bank to synchronize the bank by eliminating data and operational silos (Eide 2020). Another important benefit of clouding storage is that it allows the collection of data sets in one place, allowing the bank to deploy advanced analytics for integrated insights.
Bank of America has adapted to the changing global trends by embracing social media as a channel of communication with customers. On Facebook, Twitter, and Instagram, the bank collects data from social networking sites and uses social medial analytics to get new customer insights (Unmetric, 2020). Social media is highly interactive and provides the bank with a rich source of data., that is used for decision-making. Moreover, social media analytics enable employees to find new market segments (Unmetric 2020). It also provides them with data that can used to identify new products or services.
Possible Improvements to The Organization’s Use of Information Systems
The bank should focus on improving social media training of its employees. Banking employees need to be more proficient in using social media to advance business goals (Unmetric 2020). There are many emerging dynamics in social media that require continuous training of employees (Unmetric 2020). Even more importantly, social media training will improve the ability of employees to identify valuable information that can be used to promote improved decision-making. Remember, not all-important data will be captured by social media analytics (Unmetric 2020). By improving the ability of employees to use social media to develop new insights, the bank will achieve its goal of improving the financial lives of its customer by connecting them with the resources the need to be successful.
Additionally, the bank should focus on improving the utilization of information systems to improve collaboration. Technology is an important driver of collaboration by improving communication workflows by leveraging social media. Bank of America regulations and controls are so strict that they imped internal and external communication flows. Information governance can be used to improve workflow communication by eliminating policies which create silos and impeded information sharing. The company has documented processes in place, the main problem is they are scattered, difficult to monitor, outdated and difficult to monitor (Stewart and Jürjens 2017). It is important to reorganize the bank’s information management systems to support global communication flows.
The bank should have a plan for the systematic replacement of aging workstations to enable the bank to adopt emerging technologies. Since technology is evolving faster, the bank should consider replacing its IT workstations every four years (Smith 2015). The adoption of higher input machines improves work flow and employee productivity.
The Importance of Security in Information Management in the Bank
Banks operate based on the trust of their customers. To a large extent, the trust is premised on the ability of the bank as secure institution. Information security is part of the banking business model (Bauer, Bernroider, and Chudzikowski 2017). Legally, banks are required to meet certain standards of protecting the sensitive information belonging to their customers (Dang et al. 2017). The adoption of information technologies in the banking industry comes with new risks. Some of the security threats facing Bank of America include Malware, virus, trojan horses and worms. Bank of America has experienced data breaches. One example is this year when the bank reported that some entities has hacked into its systems and stolen data of customers who had applied to the Paycheck Protection Program (PPP). Previously the bank had reported a breach of credit card data caused by one of its merchants (Coble 2020).
One area the bank has excelled is the availability of data, a key principle of information security. The bank’s systems ensure information is available when it is needed by employees, customers or management (Layton 2016). The computer systems and the security controls used to access the banks information management system function properly. Another area the bank has found some challenges in maintaining the confidentiality. The theft of credit card data and the personal information of applicants to the PPP epitomize the challenges the bank faces in ensuring information security amidst growing cybersecurity threats (Coble 2020).
Data breaches can have a negative impact on the reputation of the bank because it leads to loss of public trust. Indeed, the loss of sensitive financial information to fraudsters can leave customers feeling insecure (Bauer et al. 2017). It can lead to frustration because customers have to check statement’s and cancel credit cards to protect their money. At the same, time customers have to regularly be on the lookout for unusual activities on their accounts. In the long-term, it is difficult to anticipate how cybercriminals will use the private information of customers.
Apart from the erosion of trust among customers, banks can incur fines for FDIC non-compliance. There are strict regulations that govern banking, put in place by the FDIC which is charged with maintaining public trust in the financial system. As required by the FDIC, the bank has been straightforward about data breaches affecting its customers. In response, it developed a comprehensive cybersecurity plan.
In the era of risk management, the bank has been proactively managing information application and policies to improve workflow while ensuring information security. From the first front-office encounter, to the last back-process, the bank’s current information system provides 360-degree oversight. Visibility of transactions and processes enables the management to keep track of data (Layton 2016). Ultimately, visibility improves information security while improving decision-making by eliminating information asymmetry.
Information governance has enabled the bank to outsource low value information management to third party organizations. The valuation and classification of information has helped the bank to reduce the cost of managing financial information. The bank concentrates on the management of high value information that is regulated by the FDIC. To improve the management of information, the bank set up Continuum Solutions, a separate IT subsidiary located in India.
Conclusion
Information governance and information security are critical for the effective management of an organization and the attainment of strategic objectives. As researchers have established, it is a management function that ensures that coherence of the overall information architecture. An organization is able to rely on information governance to pursue strategic objectives and priorities. It is recommended that information management should be led and managed by top management because it has an impact on the competitiveness of the organization.
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