Based on Chapter 6 lecture, in your OWN opinion what department or role do you believe should own the IG development policy process? IT? Legal? HR? Risk Management? Records Management? Once the IG policy is developed what would be your Communication Strategy plan for your organization?
In my assessment, the ownership of the Information Governance (IG) development policy process should ideally lie with a cross-functional team involving multiple departments. The team should include representatives from IT, Legal, HR, Risk Management, and Records Management departments. This approach recognizes that IG is not limited to a single department’s responsibility but requires a coordinated effort from various stakeholders.
IT plays a crucial role in IG as it is responsible for the technical infrastructure and systems that manage and secure information in an organization. A well-designed IG policy needs to align with IT capabilities and consider the technical implications. Legal department’s involvement is vital to ensure compliance with applicable laws, regulations, and industry standards related to information handling and privacy. HR holds expertise on personnel management and can contribute to establishing policies related to employee training, awareness, and monitoring. Risk Management provides insights into the identification and mitigation of risks associated with information handling, ensuring a comprehensive approach to managing information risks. Records Management expertise is important for developing retention and disposal policies, ensuring proper documentation and storage of information.
By involving representatives from all these departments, the IG development policy process benefits from diverse perspectives and expertise, ensuring a holistic approach that addresses the complexities of information governance comprehensively. Collaboration between departments also enhances the understanding of potential conflicts and the need to strike a balance between various organizational requirements.
Once the IG policy is developed, an effective Communication Strategy plan is crucial for its successful adoption and implementation within the organization. The plan should consider the following key elements:
1. Stakeholder Analysis: Identify the different stakeholders impacted by the IG policy. This may include employees, managers, department heads, and external stakeholders such as vendors or clients. Analyze their needs, concerns, and levels of involvement to tailor the communication strategy accordingly.
2. Clear and Consistent Messaging: Craft a clear and concise message that communicates the purpose, benefits, and importance of the IG policy. Use simple language and avoid technical jargon to ensure understanding across all levels of the organization. Consistency in messaging is essential to avoid confusion or misinterpretation.
3. Multi-channel Communication: Utilize various communication channels to reach a wide range of employees. This may include emails, intranet announcements, newsletters, training sessions, and interactive workshops. Tailor the communication method to the nature of the information being conveyed and the target audience’s preferences.
4. Training and Education: Develop training programs to educate employees on the IG policy, its requirements, and their roles and responsibilities. These programs should be ongoing to support continuous learning and reinforce the importance of IG practices.
5. Feedback Mechanism: Establish a feedback mechanism to gather input and address concerns from employees. This can be done through surveys, suggestion boxes, or regular meetings. Actively address feedback to demonstrate the organization’s commitment to continuous improvement.
Ultimately, an effective Communication Strategy plan should aim to create awareness, understanding, and buy-in for the IG policy across the organization. By involving and engaging stakeholders throughout the process, organizations can foster a culture of information governance, ensuring compliance and effective management of information assets.