Cyber Security
Information Governance: A Complete Guide to Managing and Securing Organisational Data
Andrea Abbondanza ,
19 Jun, 2025
An organisation has important data or assets that need to be protected because they are private and sensitive, requiring a strong security system. Information governance enables businesses to control their data, ensure compliance, enhance data quality, and mitigate risk. With information governance, the data within your organisation will be managed more effectively by the rules and regulations established by the organisation.
Therefore, the choice of governance model should align with an organisation’s culture, structure, and strategic objectives, and many organisations benefit from evolving their approach over time as their governance maturity increases.
What is information governance?
Information governance refers to the management of data to ensure it is structured and organised, thereby facilitating the smooth operation of organisational information and preventing data loss or damage. Moreover, information governance covers everything from data storage and access control to compliance with privacy regulations such as the General Data Protection Regulation (GDPR).
For businesses, it ensures that information is managed efficiently through analytics, minimising risks and maximising its value. With the rapid advancement of technology among cyber security threats, they can easily breach an organisation’s information systems if there is no strategy in place, such as an information governance framework.
Why is information governance important?
The primary purpose of implementing an information governance initiative in an organisation is to secure data and information and minimise the risk of theft or hacking. This is because effective data management governance leads to higher-quality, more reliable, safe, and compliant data. Additionally, information governance enhances the organisation’s reputation by mitigating the risk of fines and ensuring compliance.
A well-defined information governance framework also reduces the complexity of managing large volumes of data, ensuring consistency and accountability across the organisation through effective governance policies. Ultimately, effective information governance fosters a secure and well-managed environment that enables organisations to thrive in their business operations.
What is the difference between data governance and information governance?
Data governance and information governance have similar goals and focus, namely, to better manage and secure data within an organisation. However, information governance does not only focus on data integrity in terms of accuracy and consistency, as data governance does. Information governance has a broader scope because information within an organisation is stored, shared, accessed, and protected more comprehensively and optimally. Thus, data governance plays a role as a subset of information governance.
Information governance processes
Data lifecycle management
In the data management process, specific data will be stored, backed up, archived, and eventually deleted. This process is referred to as data lifecycle management, which means the processes and policies governing data from creation to disposal. The primary objective of an information governance program is to manage data effectively and ensure that organisations can minimise risks associated with data retention and enhance adherence to governance policies.
Records management
Records management involves the systematic control and organisation of records within an organisation. This process ensures that documents are well-structured and easily retrievable when needed, thereby enhancing information security and supporting compliance with health information regulations. Therefore, effective records management is crucial for ensuring both legal compliance and operational efficiency.
eDiscovery
eDiscovery refers to the process of identifying, collecting, and reviewing electronic data for legal purposes. This process is critical when an organisation is involved in litigation or regulatory investigations. Through eDiscovery, businesses can locate relevant documents, emails, and records that may serve as evidence in legal proceedings while also ensuring compliance with information security laws.
Data privacy and security
Data privacy and security are critical elements of information governance. They involve implementing measures to protect sensitive information from unauthorised access, theft, or breaches. By implementing encryption, access controls, and security protocols, businesses can effectively safeguard personal and financial data, ensuring compliance with relevant privacy regulations and protecting their reputation.
Information governance challenges
Information governance frequently faces numerous challenges within an organisation. The following are the primary challenges commonly encountered in implementing effective information governance metrics.
Compliance and regulatory issues
One of the significant challenges in information governance is staying compliant with an ever-growing set of data protection laws and regulations. Regulations like the GDPR or the Australian Privacy Principles (APPs) impose strict requirements on how organisations collect, store, and share personal data. Ensuring compliance with these regulations can be complex, mainly when operating in multiple jurisdictions.
Big data and machine learning
With the rise of big data and information technology, managing vast amounts of information can overwhelm traditional governance practices. Ensuring data quality, security, and compliance while leveraging advanced technologies, such as machine learning, requires adapting information governance processes to accommodate new technologies and data sources.
Lifecycle management
Proper lifecycle management can be challenging, especially with the increasing volume of data. Organisations need to implement systems that can handle the collection, classification, retention, and deletion of data over time. Ensuring that data is appropriately managed at each stage of its lifecycle can be complex, but it is essential for compliance and minimising risk like data breaches.
Information governance models
Information governance models provide a framework for effectively managing information assets. Here are three commonly used models.
Information Governance Maturity Model (IGMM)
The Information Governance Maturity Model (IGMM) is a framework designed to help organisations assess their current information governance practices and develop a roadmap for improvement. It emphasises key areas such as data security, compliance, and management, enabling businesses to progress through various maturity stages and refine their information governance processes.
Information Governance Reference Model (IGRM)
The Information Governance Reference Model (IGRM) provides a standardised framework for information governance, outlining best practices and processes, including the implementation of effective governance policies. It helps organisations establish a structured approach that covers key areas such as data management, security, compliance, and risk management. This comprehensive framework ensures that all aspects of information governance, including regulatory compliance and metadata management, are effectively addressed.
Information Governance Implementation Model (IGIM)
The Information Governance Reference Model (IGRM) provides a standardised framework for information governance, outlining best practices and processes. It helps organisations establish a structured approach that encompasses essential areas, including data management, security, compliance, and risk management. This comprehensive framework ensures that all aspects of information governance are effectively addressed.
Frequently Asked Questions
What are the three principles of information governance?
The three key principles of information governance are accountability, transparency, and compliance. Accountability ensures that designated individuals or teams manage data, transparency ensures that policies and practices are clearly defined, and compliance ensures that data handling aligns with legal and regulatory standards.
How do we measure information governance success?
Measuring the success of information governance involves assessing factors such as compliance rates, data security breach incidents, and the effectiveness of information access and management. Organisations can gauge and improve their governance strategies through regular audits, performance reviews, and by tracking key performance indicators (KPIs).
What are the four pillars of data governance?
The four pillars of data governance are data quality, data security, data privacy, and data availability. These pillars ensure that data is accurate, protected, kept confidential, and easily accessible to authorised stakeholders when needed. Together, they form the foundation of a strong information governance framework.
Conclusion
In conclusion, effective information governance is crucial for organisations seeking to secure and manage their data efficiently. By establishing robust governance frameworks and implementing effective information management practices, businesses can ensure compliance, minimise data handling risks, and enhance the value of their information assets. This can be achieved through strategies such as data lifecycle management, records management, and privacy and security measures.
Effective information governance enables organisations to navigate the complexities of today’s digital landscape. Furthermore, by continuously improving governance processes and addressing risks associated with data management, businesses can manage their information responsibly and securely while staying ahead in their industry.
