From physical records to digital documents, data is generated at an unprecedented pace, meaning the need for information management is critical. Among the high volumes of records kept and maintained by the organisation lies the profound importance of handling this information securely and in compliance with regulations. That’s where Information Governance comes in. At DeepStore, we recognise the role Information Governance plays in document management and integrate it into all aspects of our services. In this blog, we discuss what Information Governance means and why it’s essential.

What is Information Governance?

Information Governance is a structured framework that governs how information is used within an organisation. It defines the standard of behaviour required when creating, using, sharing, storing, archiving and deleting information. At its core, Information Governance is the holistic management of records, including data quality, security and the underlying systems that support information workflows. Comprehensive guidelines ensure data remains safe and secure whilst fostering collaboration and accessibility to support an organisation in achieving its objectives.

Moreover, Information Governance encompasses a wide array of policies and standards for data management. These include but are not limited to:

What’s more, April is recognised as Records and Information Management Month (RIMM), promoting good record keeping and best practices for effectively managing organisational data. It aligns perfectly with the principles of Information Governance, acting as a critical reminder of the role that records management plays within an organisation. Furthermore, it also emphasises the importance of protecting and securely managing data throughout its entire lifecycle, from creation to secure disposal.

How many key areas make up Information Governance?

There are several key areas that makeup Information Governance, including:

  • Governance, Compliance and Assurance – Ensuring the framework for Information Governance in the organisation complies with regulatory requirements and is effective.
  • Data Security, Protection and Risk Management – Emphasising the importance of protecting information and mitigating the risk of unauthorised access, loss or damage. It involves the implementation of security measures and risk assessments.
  • Confidentiality, Information Sharing and Disclosure – This area details who can access sensitive information and how it can be shared.
  • Freedom of Information and Subject Access to Records – Maintaining compliance with laws regarding public access to information and the right of individuals to access their data.
  • Records Management – Creating and maintaining systems for retaining, organising and destroying information.
  • Quality Assurance – This aspect secures the accuracy and reliability of information, ensuring its trustworthiness and usefulness for the organisation.
  • Data Security and Protection Training – This refers to the education and training of staff on information security practices in place. It plays a pivotal role in fostering a culture of information security awareness within the organisation, equipping staff with the necessary skills and knowledge to safeguard data.

Why is Information Governance important?

Emphasising the importance of protecting information and mitigating the risk of unauthorised access, loss or damage. It involves the implementation of security measures and risk assessments.

  • Compliance – Information Governance sets the standard for accountability and data integrity. It ensures organisations are compliant with the laws, regulations and standards governing data protection. Failure to comply will result in penalties, fines and reputational damage.
  • Security and Risk Management – Robust security measures and controls help safeguard information from unauthorised access, data breaches and loss. This can be further enhanced by increasing staff awareness of the principles and policies surrounding information management. This allows organisations to maintain trust with stakeholders whilst supporting business continuity.
  • Business Continuity – By ensuring data is protected, accessible, and recoverable in the event of a disaster or disruption, organisations can minimise downtime and mitigate the impact of these unforeseen events.
  • Data Quality and Authenticity – Information Governance sets the standard for data creation, collection, storage and use. This ensures consistency and accuracy across the organisation, and by adhering to data formats and criteria, data integrity is retained. Additionally, the information will be better classified and secured, providing easy access to records as and when required.
  • Strategic Decision Making – By providing relevant and reliable information, more informed decisions can be made, allowing organisations to drive innovation.
  • Improved Operational Efficiency – With improved classification, security and information sharing, employees will be able to collaborate and work together to support business objectives. What’s more, Information Governance streamlines data management processes, reducing duplication and inconsistencies, all of which improve productivity and efficiency.

Information Governance plays an important role in helping organisations effectively manage their data and mitigate risks, utilising the full potential of their information.

Secure Information Management with DeepStore

At DeepStore, we prioritise the confidentiality and availability of our client’s information, implementing robust security measures in all aspects of our operations. We recognise the importance of Information Governance and are dedicated to adhering to the framework provided in all aspects of our operations. Our practices align with industry standards and regulatory requirements. We work hard to ensure we have the latest industry-standard accreditations, continuously improving our knowledge and skills to ensure our client’s records are handled with the highest level of care.

DeepStore’s comprehensive range of services offers many benefits to organisations, helping to improve records management and operational efficiencies. Our holistic approach includes project management for efficient uplifts, secure storage, indexing, advanced digital services and secure destruction solutions in line with given retention periods. With two state-of-the-art facilities, you can reap the rewards of Information Governance and rest assured that your records are thoroughly protected from natural and civil hazards.

Get in touch today

To learn more about DeepStore and how we ensure the security of your information, contact us today. Call 0345 056 5759 or fill out our simple online enquiry form, and our friendly team will be in touch.