Changing Roles in Information Governance

As we previously defined in our Law Firm Information Governance Symposium (LFIGS) 2019 Report, 2.0-An Established Law Firm Information Governance Framework, the definition of information governance (IG) was updated as follows: IG in a law firm focuses on the management of client representation and business information by ensuring appropriate behavior in the valuation, creation, storage, use, protection, archiving, and deletion of information. It is an organization wide framework for managing information throughout its lifecycle and for supporting the firm’s strategy, operations, and ethical, legal, regulatory, risk, and environmental requirements. IG establishes the authorities, processes, capabilities, structures, supporting mechanisms, and infrastructure to enable information to be a useful asset in delivering client services while reducing liability to a firm. A well-defined IG program covers the entire lifecycle of information, from creation to disposal, and involves the coordination of various functions, such as records management, data privacy, cybersecurity, compliance, data governance, and risk management. IG aims to optimize the value, quality, and security of information, while minimizing the costs, risks, and liabilities associated with it.

Law firms rank among the most information-intensive organizations. They deal with large volumes of sensitive and confidential data from a variety of sources, such as clients, courts, regulators, and third parties. Law firms also face increasing challenges and pressures from the changing legal landscape, including new regulations, ethical standards, client expectations, and other competitive forces. These factors require law firms to adapt and adopt a more proactive and strategic approach to IG, and to redefine the roles and responsibilities of the key stakeholders involved in it.

IG requires adequate expertise and resources to be implemented, executed, and supported. Understanding the evolving roles within IG is crucial as it enables organizations to conform to dynamic technological landscapes, comply with ever-changing regulations, effectively manage vast volumes of data, and leverage their data as a strategic asset for innovation and client engagement initiatives. Comprehending and embracing these changing roles ensures efficient decision-making, risk mitigation, and protection of sensitive information, fostering a secure and compliant environment.

The changing roles within law firm information governance

Traditionally, law firm IG was seen as a back-office function, mainly managed by the records management department, with limited involvement from other departments or senior management. However, this model is no longer adequate nor sustainable. Law firms need to align their IG with business objectives, client needs, and regulatory obligations. Law firm IG requires a more collaborative and cross-functional approach and as this model changes, so do the functions and tasks supported by an IG department. This evolution is resulting in new roles and leveraging new technologies (such as generative artificial intelligence (AI)) that are pivotal to realizing success. Those who fill these new roles require a much more diverse set of both hard and soft skills compared to the records manager of yesteryear.

Over the last few years, we watched legal operations at law firms expand from the traditional linear departmental functions such as IT, RIM (records and information management), Finance, Risk, Compliance, etc., to a more dynamic and data-driven operation leveraging innovative technology and advanced operational skillsets. This transformation has been instigated by client demand for quality engagements, regulatory policies related to data privacy and, of course, fast moving implementation of AI—all of which has actualized a change in the landscape as it relates to the type of talent and skill sets required to achieve a successful IG program. In addition to traditional information management and some general governing policies, certified subject matter experts in the space of training, business analytics, governance, and data IG areas of focus science, along with other technical and business experts, are finding a home in the world of IG. In this report, we summarize the various aspects of the changing landscape and consider the new trends and technologies that now fall under the IG umbrella to outline the roles and expertise required to support these developments.

Starting at the beginning, we make the distinction between information governance and information management and provide an understanding of current foundational roles, the changing landscape, and how we must adapt to provide the best support. It offers insights into these new skill sets that are required by IG professionals, how they fit within the IG department and within the firm, and provides a glimpse into the future.

Information governance (IG) requires adequate expertise and resources to be implemented, executed, and supported. Understanding the evolving roles within IG is crucial as it enables organizations to conform to dynamic technological landscapes, comply with ever-changing regulations, effectively manage vast volumes of data, and leverage their data as a strategic asset for innovation and client engagement initiatives. Comprehending and embracing these changing roles ensures efficient decision-making, risk mitigation, and protection of sensitive information, fostering a secure and compliant environment.

To read other reports written by the Law Firm Information Governance Symposium, please visit: symposium.ironmountain.com