Introduction
Information governance (IG) is a special and unique strategy that allows one to manage, control and use particular data in the “right direction” following the regulatory requirements. It is also worth considering that “information governance” in contrast to “information management” has a broader scope of application. IG incorporate structured and unstructured information; its tactics imply categorization, lifecycle, access to data, and its definition of use and purpose. For the most part, this applies to internal aspects of a firm and activities to optimize the management of necessary information. In general, IG includes a more improved, integrated, multidimensional approach to goals, objectives, methods, and means of controlling organizational affairs and responsibilities. Brown and Toze (2017, p. 582) state that information governance is a relatively new concept, which to some extent continues to be at the stage of definition and identification. According to Mullon and Ngoepe (2019, p. 103), the concept’s essence, characteristics and features do not have sufficiently precise and objective facts, judgments, and assessments by specialists and professionals in a certain field and area. Nonetheless, at the moment, there is a unique opportunity to attempt a more explicit definition of IG.
Even though the strategy is fresh, it has recently gained popularity in many countries and states. Since information-related activities have always been, remain and will be relevant and actual. Furthermore, IG appears and manifests itself in new guises and meanings (Mullon and Ngoepe, 2019, p. 104). For instance, in Proença et al. (2017, p. 128) view, information governance (IG) is a set of rules and rights for implementing certain phenomena. Introducing strategies of this kind allows one to organize the automation of information management processes (Szczepaniuk et al., 2020, p. 1). Furthermore, this help to achieve the intended results when creating, using, storing and deleting data relying on the laws and thereby increasing operational efficiency.
The concept’s directions and mechanisms are reflected in a systematic, integrated and purposeful approach to government information. It is necessary for further data management during their “life cycle” to fulfil specific goals and objectives (Brown and Toze, 2017, p. 582). As a rule, IG promotes technologies and innovative processes, identifies risks and losses, and applies rules, norms and standards governing knowledge practice (Daneshmandnia, 2019, p. 19). In addition, the fundamental principles of this idea are to implement a unique information culture through the prism of creating motivation and encouraging the activities of employees and institutions (Brown and Toze, 2017, p. 582). Consequently, information governance consists of special opportunities aimed at using data resources and technologies.
Information Security
Information security (IS) is the preservation and protection of information and its most essential elements, including systems and equipment designed to use, save and transfer data. In other words, it is a set of technologies, standards and management methods that are necessary to protect knowledge. Szczepaniuk et al. (2020, p. 1) approve that IS covers a wide range of activities aimed at smoothly implementing the institution’s mission, efficiency, reliability, productivity and quality of implemented service. Its tactic and tools help ensure the continuity of a company or institution. According to Da Veiga et al. (2020, p. 1), high-quality data protection minimizes and prevents potential threats from intruders and hackers. No one wants to disclose information about their personnel, clients, incomes and outcomes, and a company’s work. The leak of such information will deal a severe blow to a firm’s image or, much worse, will cause financial damage. Thus, in order to protect the organization from the loss of funds and intellectual property, it is necessary to pay more attention to information security. This is possible due to the means of information protection in the face of advanced technologies.
It is also worth noting that several institutions and their divisions have a reasonably close, inextricable connection and, as a result, the data they store is even more at risk (Haqaf and Koyuncu, 2018, p. 166). In particular, cybercrime is clearly expressed against the background of COVID-19 and various events associated with the spread of the coronavirus (Tang et al., 2021, pp. 1-2). Thus, effective information management and security are prerequisites for ensuring and maintaining competitiveness and survival in modern realities. Only a systematic and integrated approach to protection can ensure data safety. In the information security system, it is necessary to consider all current and probable threats and vulnerabilities. This requires continuous monitoring in real-time that should be carried out 24/7 and cover the entire life cycle of information – from the moment it enters the organization to its destruction or loss of relevance. Especially those “associations” for which specific data is a valuable and vital asset need these actions (Haqaf and Koyuncu, 2018, p. 165). Hence, using principles and mechanisms of information security, a corporation’s facts and details are in “safe hands.”
The Concepts’ Importance in Information Management
The importance of these concepts in information management is expressed in the following way. First of all, effective, high-quality and productive IG is the key to the success and prosperity of a company among digital technologies and innovations. The implementation and development of this concept are essential that even in many companies, it has become the prerogative of top management. IG principles make it possible to implement a more thorough, comprehensive, modern and secure management system for information resources and assets. In this way, the available knowledge acquires a reliable and objective character, being “under the wing” of a particular division. Having specific knowledge, the organization has the opportunity to fully unleash its potential in cooperation with other companies, as well as in business analytics. Information governance offers data to those who can transform it in more “right” direction. This makes it possible to select necessary information from “undesirable.” In this vein, the carriers, systems and sources of such knowledge that are not relevant to the company are also defined here. Furthermore, the introduction of information governance ideas makes it possible to reduce operating costs and save resources through practical information storage.
Secondly, information security is one of the essential aspects of integrated protection on the national, industry, corporate or personal level. Thus, destruction of important knowledge, theft of confidential data, interruption of work due to failures result in significant material losses and damage a corporation’s reputation. The integrity and stability of operational actions and information management systems are violated. In addition, information is exposed to more and more diverse risks in an increasingly interconnected environment. Furthermore, growth in the number of attacks is not the most significant nuisance because new vulnerabilities in the software are constantly discovered, and new types of “invasions” appear. In such conditions, information security systems should withstand various attacks, both external and internal, automated and coordinated attacks. Periodically a “seizure” lasts for a fraction of a second, and sometimes, probing vulnerabilities is slow and stretches for hours, and suspicious activity is almost invisible. Therefore, implementing IS in a company will save the technologies and information assets by preventing, detecting, and responding to several threats. This practice protects an organization’s ability to function, ensure the safe operation of applications implemented in IT systems, and “defend” the data and technologies that a firm uses.
The Second Question – A Case Study Analysis
The Role and Responsibilities of Senior Management in Procter and Gamble
The role and responsibilities of senior management and leadership in information governance in the context of Procter and Gamble are expressed as follows. Most often, these people combine both organizational and IT-technical tasks. According to Davenport et al. (2013, p. 1), the authorities’ official obligations consist of the complex collection of the necessary information, subsequently analyzed, synthesized, generalized, abstracted, and classified in a single key.
The heads acquire, manage, study, transmit facts and details, as well as develop information and communication systems for specific purposes. For example, due to the high competencies, exciting ideas and hard work of the superiors in information governance, an excellent system for solving difficulties and removing obstacles was built through the joint efforts of each worker. Indeed, as one of the practising aspects in Procter and Gamble, centralization influenced the adoption of these decisions. From now on, the firm’s staff, to some extent, facilitated and simplified their work, making it more efficient and productive (Davenport et al., 2013, p. 5). Employees actively share experience, knowledge, opinions and judgments about operating moments. Such elements unite the team, creating the decision-making and action procedure well organized and compelling. Consequently, teamwork and the transfer of experience and valuable details to colleagues and superiors is a rudimentary phenomenon in ensuring continuity of work.
Information governance managers receive and evaluate information, prepare it for storage, and develop or operate information processing systems. As a rule, their responsibilities and role are to provide appropriate solutions for the effective management and use of information. To do this, they design database concepts or special programs. For example, Decision Cockpit serves as an auxiliary tool for tracking up-to-date and necessary data and news that could be useful for each employee (Davenport et al., 2013, p. 5). Hence, with the help of the improved functionalities, the collected data makes it possible to view detailed and precise indicators for the brand, manufactured products, sales, retailers, and individual stores (Davenport et al., 2013, p. 1). Such strategic analysis and planning methods as SWOT, PEST(LE), SNW and many others would not be difficult to compile and issue. The company will anticipate possible risks and identify positive aspects to minimize and eliminate the issues in the present time mode.
Moreover, one of the main tasks of the bosses in information governance at Procter and Gamble is the development of unique algorithms that contribute to the reasonable organization, processing and evaluation of managed data. The managers maintain and support the current state of affairs and complement, develops, and improve the “adjacent” components. They determine where and how information and communication technologies can be used, improve information management technically or organizationally, and monitor whether these strategies are used effectively. Thus, the heads at Procter and Gamble manage the development, design, formulation and creation of many modern and relevant systems and processes. Such people focus on those aspects and parts that could allow the business to work together and centrally (Davenport et al., 2013, p. 5). Such elements are recommended to implement, develop, and execute in several markets simultaneously. In addition, the bosses actively integrate modern technologies and exciting ideas. The technologies permit Procter and Gamble to look at the picture of the situation broader and more profound, to make more objective conclusions and assumptions about the current moments and long-term plans.
Nonetheless, as practice shows, the management concentrates on analytics and statistical data as the driving force of the company’s development. Undoubtedly, technologies and information are complementary and, in some way, interchangeable parts in the spectrum of analytics. The administration directs all efforts to automate, systematize and integrate a reasonably broad scope of processes and systems. It is necessary for creating an operating environment and atmosphere for making the best and fast decisions in favor of the company (Davenport et al., 2013, p. 4). At the moment, there is no need to spend more time and effort on solving some tasks because the available opportunities immediately give unambiguous answers to questions about “what”, “why”, and “why.”
Furthermore, the administrators receive data relevant to the firm, conduct research in specialized databases or on the Internet and evaluate media. For example, these people can quickly determine the causes and consequences of falling sales of certain products. They reveal whether this was because the general market for the brand or a specific product fell (Davenport et al., 2013, p. 5-6). They take into account many aspects at the same time – region, culture, customer wishes and preferences, and much more. The specialists study the company’s image with a client, review and analyze competitors’ offers and marketing efforts, use surveys and statistics to identify new points of sale and track market trends. This information is found, researched, and structured for various purposes, such as a basis for operational decisions. These professionals prepare information according to the target group, present it, and create marketing strategies to attract new customers and increase sales of products.
In brief, it is precisely such clearly defined job responsibilities and well-chosen managers that move the company forward into the future. At large, Day and Shea (2021, pp. 2-7) claim that Procter and Gamble, as one of the innovative companies, was able to introduce completely different, fresh views and approaches to the formation of effective business practices and activities. The enterprise’s leaders put all possible efforts and actions to implement large-scale projects, programs and risky but long-term bets. Based on these criteria and concepts, any obstacles and difficulties only “harden” Procter and Gamble’s personnel on the way to achieving goals and desires.
The Third Question – A Critical Analysis of the Organization’s Information Systems
The organization of my choice is Hauser & Partner – the company in which I currently work and fulfill my official duties. It is one of the leading design studios in Switzerland, with many rapturous reviews and opinions from clients. Hauser & Partner is the agency specialized in large corporate events, stockholder meetings, and creating spaces. The firm keeps up with the times, using the most advanced trends in implementing their thoughts, views and concepts from the point of view of modernity, freshness, and creativity in notions and ideas.
The Organization’s Information Systems and Technologies
Indeed, Hauser & Partner applies several innovative, advanced technologies and progressive techniques, mechanisms and tools in practice. Thus, this firm uses several main, basic components in its business at once from the point of view of information systems and technologies. These elements include hardware and software, data, people and processes. The company’s employees actively interact with devices that allow them to perform work quickly and efficiently. Computers, laptops, tablets, mobile phones, servers, workstations, and other hardware are involved in their work activities.
Special software is installed on the “equipment,” which, literally speaking, explains to the hardware what needs to be done. Hauser & Partner uses operating system software and application programs on its computers and tablets to efficiently manage resources, production, operations, as well as develop and implement design solutions and ideas. Operating systems are based on Mac OS on laptops and desktop computers and iOS on tablets and phones.
Moreover, the company integrates several programs for the better performance of duties, management and control of the organization’s system, interaction with customers, invention, development and creation of a design. For example, in this case, unique and individual ERP System based on FileMaker perfectly cope with business process management, combining finances, supply chains, operations, trade, reporting, production, and personnel. They are designed for resource planning and acceleration of procedures conducted in the enterprise. In addition, the personnel of Hauser & Partner use the programs and software such as E-Mail, Microsoft Office 365, Adobe Creative Cloud, Adobe InDesign, Adobe Illustrator, Adobe Photoshop, Cinema 4D and many others. Hauser & Partner has a cloud service by Apple and uses several accounts on social networks such as Instagram, Pinterest, and LinkedIn.
It should be noted that the company has a sufficient amount of essential data about the organization itself, its structure and processes, employees and customers, some of which are located on iCloud servers. The service contains not only personal information about individuals and businesses but also logins and passwords from all pages in social networks. Certain information helps Hauser & Partner weigh the pros and cons, evaluate the advantages and disadvantages, and think about further steps and develop competitive strategies.
In addition, such knowledge is under security managers’ sensitive and vigilant control. They have direct access to accounts, logins, passwords, and the right to manage, save, delete, update, modify and distribute them. People involved in information systems and processes are responsible for the equipment containing the facts and its maintenance, safety, and integrity. Data security is maintained with the help of an external company, Snowberg, which monitors traffic, signals and eliminates potential threats. Data storage is organized on NAS Systems with a backup solution for warehouse, accounts and ERP-Server.
An equally important aspect of information systems and technologies is processes and a series of steps aimed at achieving specific results. Hence, in this case, the intended goal and purpose of Hauser & Partner are to provide systematic and comprehensive management of all departments, including information elements and transmissions. For instance, the actions taken related to information governance and security, together with methods, tactics and means for organizing high-quality, continuous work of all units and divisions, detecting and eliminating risks and threats.
Impact on Staff Development
Undoubtedly, there is a reasonably close and deep relationship between information systems, technologies and human resource management, recruitment and development of the organization’s personnel. Hence, technological progress in data and knowledge processes and phenomena allows Hauser & Partner to improve its internal elements and organizational structure, as well as the critical competencies of employees corresponding to the labor market. Information technologies and systems play a key role in developing the efficiency and effectiveness of human resources in a dynamic environment.
The above aspects improve the service of administrators and other staff. Today, the Hauser & Partner team can solve the problems and obstacles to the business’s prosperity with the knowledge and experience of working with IT tools and technologies. Information elements are essential for analyzing forecasts regarding future business requirements. In addition, managers, considering current tendencies, can determine whether to train existing employees, prepare them for promotion, or recruit candidates with higher skills. Contemporary and modern management models involved in ERP systems complement administration, employees’ work and increase efficiency and productivity, leading to success in stable and unstable environments. Furthermore, data management has become more accessible; from now on, the work is paperless, and there is no need to do all the work manually. The organization’s activities have increased due to proximity to customers, operational efficiency and advanced technologies. Consequently, information technologies and innovations have positively affected the work of leaders and their subordinates in terms of efficiency and productivity.
Impact on Effective Flows of Communication
Furthermore, modern information technologies and systems significantly increase communication effectiveness between colleagues, employees and management in Hauser & Partner. Communication and information exchange between the firm’s staff is no longer limited by time or space. Innovations have contributed to a radical change in contact and information relations between organization members. Colleagues can easily exchange the necessary data, and the manager can monitor the performance of groups or individual employees, increasing the speed of decision-making and information exchange.
The development of electronic means of communication and their connection with computer technologies displaces physical contact as a means of horizontal coordination, replacing it with electronic flow control. Means of communication make it possible to attract experts and exchange opinions between people, which is often impossible outside of electronic communication. For instance, telephone conversations, business correspondence via e-mail, communication via social networks, or video conferences provides “convenience and comfort” in ensuring the best contact. Moreover, E-mail becomes an excellent means of coordinating and quickly sending documents to all interested parties.
Technologies lead to the expansion of horizontal connections by increasing the number of people involved in decision-making. The ability for top management to receive timely and reliable information reflecting the state of affairs in all areas of executive activity helps managers to make more informed decisions. This allows them to react more quickly to changes, solve tactical issues, and consider the organization’s overall strategy. In brief, the development of information technologies has made it possible to qualitatively change the process of processing, storing and distributing information, mainly in digital form with the help of electronics.
Impact on Decision Making in the Organization
Information and innovation aspects similarly act as a fundamental basis for the implementation of balanced and deliberate decisions in Hauser & Partner. Hence, thoughtful moves, decisions, tactics, and strategies implemented within the organization result from integrating IT projects, technology, and information space, especially with the help of ERP System. An orderly and systematized database, qualified distribution, management, and control of incoming and outgoing information flow play an essential, critical role in the careful organization of management concepts, principles, and mechanisms. Information flows ensure the development of a “cooperative” solution, and all essential elements interact with each other. In other words, the “gain” lies in the fact that the manager, at the moment, needs to spend much less time, effort and other resources on making verdicts regarding the business.
Therefore, using the operational information obtained during the functioning of the automated information system, the leader gets the opportunity to plan and balance the enterprise’s resources (material, financial and personnel). In addition, this person can calculate and evaluate the results of decisions, monitor the plan’s progress and the use of resources. Technologies make it possible to conclude at different levels of administration and other structural divisions, improving management efficiency by promptly obtaining knowledge from a single source (database or data storage). Such innovations provide complete well-structured details, enhancing the company’s economic performance (for example, increasing labor productivity and reducing non-production losses). Furthermore, the right choice of decision support tools facilitates the systematization of government tasks. Management personnel play a vital role in the decision-making process; judgments are often subjective.
The Fourth Question – Possible Improvements to the Organization’s Use of Information Systems
Possible Improvements
At the moment, Hauser & Partner is working steadily, performing its services efficiently and pleasing customers. However, even despite the seemingly positive effects, some internal elements of the company still require drastic changes. For example, the ERP system needs more significant improvements and redesign by both the organization’s needs and the requirements established in the “design industry.” Moreover, it is recommended to change the message transmission and communication system at the root. There is a need to integrate, connect and implement new technologies that allow personnel to work on different devices simultaneously. Shifts towards “centralization,” as in the case of Procter and Gamble, would enable employees and management to understand and perceive current phenomena comprehensively, consider them from different angles and sides, as well as draw certain conclusions and verdicts.
Furthermore, it is worth highlighting the situation directly related to the data security system separately. For example, at the moment, a single PW is used on all devices and techniques, and there is no particular security protocol for accounts. In this vein, there are many “pitfalls,” risks and dangers. Modern attackers and cybercriminals are not asleep, and it will not be difficult for them to hack the central, primary system and adjacent parts. Hauser & Partner needs special antiviruses and other software to quickly identify threats and eliminate them. It is also necessary to focus on improved information protection, more frequent change of passwords, usernames and other equally essential data. Thus, remote workers connect to the system via VPN, and there is no cloud access to the ERP system. Hence, it is required to provide admission to a single space for all employees, regardless of work format.
Emphasis on Staff Development
One should emphasize that the above possible changes would help improve the communication processes of messages, opinions, judgments, and assessments. The staff would share their experience and knowledge with each other and help everyone both in word and deed. There is a possibility that employees would significantly improve their competencies, skills, talents and would be able to direct them in the right direction – to implement the design, communicate with customers and competently conduct business projects.
Emphasis on Effective Flows of Communication
Undoubtedly, as indicated earlier, the proposed implementations in information systems would improve the interaction between colleagues and superiors. Hence, both remote and full-time employees would be able to perform their official duties “hand in hand” without breaking away from the work processes. For example, if there were a single space where everyone could contribute, the cases would go uphill, and several decisions would take a slightly different turn.
Emphasis on Decision Making in the Organization
The changes would make it easier for the enterprise heads to work and increase their efficiency. These “modifications” would significantly accelerate the solution of business problems and facilitate the establishment of interpersonal contacts. Moreover, improvements in information systems will increase control over the organization’s activities. The presence of a well-functioning system, in this way, gives great advantages over competing structures. The proposed changes open up new approaches to solving every day and non-standard tasks.
The Fifth Question – The Importance of Security in Information Management
Security in Information Management in Hauser & Partner
To date, information technologies and innovative options have covered almost all spheres of public life, without which it becomes challenging to imagine everyday life. Following this, for Hauser & Partner, as for any modern company, information becomes one of the primary resources. The preservation and proper disposal of this are crucial for business development and reducing various risks. Whoever owns information owns the world, and whoever owns someone else’s data is much better prepared for competition than their rivals.
Consequently, confirming information security becomes an urgent problem for the enterprise. The safety and protection of knowledge is an integral aspect of providing Hauser & Partner life, structure, and content. Therefore, the importance and significance of security in the organization’s system are quite challenging to overestimate. For example, hacking of internal devices and theft of personal and confidential information can negatively affect the firm’s reputation and its staff and bring a lot of losses and financial penalties. For example, one can cite the “leakage” of the customer base to a competitor company and employees. The alleged actions of the attackers can lead to an outflow of customers, possible lawsuits and, of course, a blow to Hauser & Partner’s good name.
Moreover, insider risks prevail in the list of the most dangerous threats. Thus, the greatest danger rating falls on the leakage of confidential information. However, the most relevant and significant, unfortunately, are the threats, the source of which is the system’s users and its maintenance personnel, that is, employees of companies. Due to this circumstance, the organization needs to monitor security systems carefully and constantly improve them. Ensuring security at all levels interconnected with the information space will help eradicate potential troubles and smooth out acute problems.
Information security (IS) helps protect the enterprise’s data and information infrastructure from adverse impacts. Such effects may be accidental or intentional, internal or external. The result of such interventions may be the loss of necessary knowledge, its unauthorized modification or use by third parties. Therefore, IS is essential for protecting business and ensuring its continuity. Providing such protection is an urgent need, the neglect of which can have devastating consequences for the company. The wide range of tools and solutions available today to protect information can make it difficult for an enterprise to choose. A specific set of tools allows one to ensure the security of the IT infrastructure, which must be selected individually. This will enable implementing a multi-level information protection system to ensure reliable neutralization of current threats.
Reference List
Brown, D. C. and Toze, S. (2017) ‘Information governance in digitized public administration’, Canadian Public Administration, 60(4), pp. 581-604. Web.
Day, G. S. and Shea, G. P. (2021) ‘Innovating how innovation works at Procter & Gamble, Strategy & Leadership, 49(6), pp. 2-8. Web.
Daneshmandnia, A. (2019) ‘The influence of organizational culture on information governance effectiveness’, Records Management Journal, 29(1/2), pp. 18-41. Web.
Da Veiga, A., Astakhova, L. V., Botha, A. and Herselman, M. (2020) ‘Defining organisational information security culture—Perspectives from academia and industry,’ Computers & Security, 92, pp. 1-23. Web.
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Tang, Z., Miller, A. S., Zhou, Z. and Warkentin, M. (2021) ‘Does government social media promote users’ information security behavior towards COVID-19 scams? Cultivation effects and protective motivations’, Government Information Quarterly, 38(2), pp. 1-11. Web.