Taming the Digital Deluge – Eight Steps to Strengthen Your Digital Information Governance

At Recordkeeping Innovation, we regularly work with organisations that have navigated the shift from paper-based systems to digital recordkeeping. These organisations are now grappling with large volumes of information generated because of the introduction of collaborative platforms and other systems / tools / applications supporting hybrid approaches to working and information sharing. This transition brings with it a daunting challenge: managing the sheer volume, variety and velocity of information in today’s digital environment. 

From emails and Word documents to PDFs, scanned images, spreadsheets and presentations, the unstructured data organisations create and receive can feel overwhelming. In fact, this type of content makes up approximately 90% of an organisation’s information assets, according to a paper by the International Data Corporation (IDC) in 2023. 

So, how can organisations take control of this “digital deluge”? Let’s explore the challenges, risks, and—most importantly—the practical steps you can take to manage your information assets more effectively.

What are those challenges? 

Without oversight and the implementation of governance controls over the management of information, guidance over how systems should be used to support better use, the information quickly spirals out of control. Here are some of the most common issues we see: 

• Poorly implemented SharePoint platforms – While often rolled out with good intent, SharePoint needs sound design and configuration to be truly effective. 

• MS Teams – rolled out quickly during COVID to support working from home but without any guidance or business rules around appropriate use.   

• Duplication – duplication of information as staff are not provided enough guidance over better use of productivity tools and use of SharePoint document management functionality  

• Email overload – Business-critical information is buried in inboxes and inaccessible to others. 

• Unmanaged network drives – Documents can be duplicated, altered, or deleted without oversight. 

• Over retention of information – no guidance or rules over how long information should be retained.  Organisations opt for a “do nothing” approach opening the organisation up to discoverability requests and / or privacy and data breaches. 

• No routine “housekeeping” – Information accumulates unchecked, driving up storage costs and making it harder to find what matters. 

• Lost context – Files are stored in folders with vague or personal names, with no understanding of their purpose or relevance. 

• Increased security risks – When digital records aren’t controlled properly, the risk of breaches rises. 

• Format obsolescence – Without digital preservation strategies, important records may become inaccessible over time.
  
  

What are the risks? 

Poor information governance doesn’t just hinder productivity—it opens organisations up to serious risks. Nobody wants to be on “Page One” for the wrong reasons.  You need to think about the records that might be needed to support your business, prove your rights and interests as well as defend the organisation in the event of an investigation or incident. 

Some of the key risks are: 

• Non-compliance – Without standardised processes, records may be lost, incomplete, or inappropriately managed. 

• Legal exposure – Inability to access the right records during investigations or litigation can have serious consequences. 

• Reputation damage – Loss or mishandling of information can erode trust in your organisation. 

• Technological obsolescence – Losing context or format compatibility can render vital records useless. 

• Lack of accountability – Without clear roles and responsibilities, it’s impossible to ensure records are managed appropriately. 

• Privacy breaches – Mistakes in how information is accessed, shared or protected can lead to serious consequences. 
  
  

How to Strengthen Digital Information Governance Across Your Organisation 

So how do we manage the challenges and risks faced by organisations in trying to come to grips with this deluge of digital information?  This must start at the top. Those responsible for an organisation’s information governance must evolve along with rapidly changing technologies. Today, that responsibility spans across the enterprise, involving not only the records and information management staff, but also legal, compliance, IT, and business unit leaders – as well as individual employees.  

With every technological development, organisations must understand how information is being created, stored, retained, retrieved, and disposed of and implement policies, procedures, and training to ensure those activities are being done in compliance with their organisations’ business, legal, regulatory, and historical needs. Information needs to be governed as a strategic asset. 

Poor management of information results in the risk of lost records, severe fines or even jail time. With the stakes high, the amount of organisational content spiralling ever upwards and the number of regulatory requirements growing every day, an information management framework should be put in place. An approach is needed that helps to meet information protection, availability and accessibility requirements within the confines of regulatory and legal compliance, while maximising operational efficiency and strengthening business continuity.  

Eight Steps to Improve Digital Information Governance and tame the digital deluge 

1. Assess your information assets 
   Identify what records are critical to your business. Are you keeping the right information? Where is it stored? Who has access? Is it organised and traceable?
2. Evaluate risks and vulnerabilities 
   Consider sensitivity, security, and access issues. Develop mitigation strategies to manage these proactively.
3. Clarify roles and responsibilities 
   Ensure accountability for records management is embedded in performance frameworks and aligned with broader corporate strategies.
4. Build internal capability 
   Invest in developing the right skills and expertise to support systematic information control across your organisation.
5. Embed standards into daily processes 
   Align with best-practice standards for records management, privacy, security, and auditing. Integrate these into routine workflows.
6. Monitor and review regularly 
   Risk management is ongoing. New risks will emerge—so build processes that support continuous improvement and regular review.
7. Report to senior management 
   Keep leadership informed about the state of your information assets, just as they are about financial or HR assets.
8. Plan for incidents 
   When breaches happen, a swift response is critical. Adopt an incident management approach that focuses on early detection and rapid mitigation.
     
   

Recordkeeping Innovation are experts in development and implementation of information management frameworks for better management of information assets and getting control of your digital records.  Learn more here.