As organizations manage growing volumes of both digital and physical information, the need for structured, intentional information governance (IG) has never been more important. While it’s easy to focus solely on electronic data in today’s digital first world, physical records, contracts, case files, HR documentation, and more, still play a major role in many industries.
A solid information governance strategy should account for both aligning your organization’s data practices with business goals, compliance needs, and risk mitigation efforts. Here are 10 reasons why it matters:
1. Supports Compliance Across the Board
From HIPAA to Sarbanes-Oxley to GDPR, regulations increasingly demand that organizations maintain clear control over how they handle records. Information governance guarantees that both digital and physical documents are stored, accessed, and disposed of according to applicable standards.
2. Reduces Legal and Financial Risk
Without clear policies, misplaced records or unauthorized access can expose your organization to liability. Strong IG practices reduce the risk of data breaches, lost files, and non-compliance penalties, whether the information is paper-based or electronic.
3. Improves Business Continuity and Resilience
When disaster strikes, organizations need fast, reliable access to critical information. IG supports backup, secure storage, and accessibility of records, so recovery is possible even when systems are down, or facilities are disrupted.
4. Enables More Efficient eDiscovery
If your organization faces litigation or investigation, knowing where your records are and that they’re intact can make all the difference. Information governance makes eDiscovery faster, more cost-effective, and more defensible by maintaining control over both physical and electronic assets.
5. Supports Hybrid Work and Distributed Teams
Today’s workplace isn’t confined to a single office. With staff in multiple locations or working remotely, consistent IG ensures information can be accessed securely and appropriately from anywhere, without putting data at risk.
6. Protects Intellectual Property and Sensitive Data
Trade secrets, contracts, and confidential client records are too important to leave unmanaged. Whether stored in a file cabinet or the cloud, governance frameworks help safeguard this information from theft or accidental exposure.
7. Reduces Clutter and Storage Costs
Unnecessary retention of outdated or irrelevant records leads to bloated storage—physical and digital. A clear IG policy defines retention schedules, helping you clear out what you no longer need and reduce associated costs.
8. Improves Information Retrieval and Decision-Making
When information is organized, labeled, and stored in accordance with IG best practices, employees can find what they need faster. That supports better decisions and more productive workdays.
9. Aligns Records Management with Business Strategy
IG isn’t just about keeping you out of trouble, it’s about helping your organization grow smartly. By aligning records management with operational goals, you ensure that data supports, not hinders, progress.
10. Lays the Foundation for Automation and AI
Emerging technologies like AI depend on good, structured data. Without IG, even the best tools will not deliver useful results. Whether you’re digitizing files or using AI for document review, governance ensures your data is ready for what’s next.
How MCS Can Help
At The MCS Group, we help organizations build and maintain information governance frameworks that cover both physical records and digital data. From secure storage and scanning to defensible retention policies, our team understands that governance isn't one-size-fits-all—it’s tailored to how you do business.
Need a partner to help strengthen your information governance strategy? Let’s talk.
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