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24 CHAPTER 3 Overview of a data governance program

governed. The enhancements take the form of extra artifacts, and branch out to additional tasks, or new
approvals and checkpoints. When unstructured information is subject to DG, we often have to modify
workflow and document management processes.

HELPFUL HINT
If you want to see a modern example of the need for governance and a precise definition of scope, look no further
than your own local SharePoint Ô or Notes Ô repositories. Frankly, we have never seen a more rapid descent into
expensive repositories of data decay and “garbage dump” manifestations. These so-called collaborative tools have
become nothing more than document graveyards where old Word documents go to die. Expensive and harmless
until a legal case pops up and the company discovers it should really have deleted those a long time ago. The tools
themselves are not at fault. It was the total and unequivocal lack of oversight that, in less than a decade, created an
enormous corporate data crisis.

Of course, the type of content being governed will require differing types of technology to assist in
the management of that content. As of this writing, there are no technologies that can handle structured
and unstructured data management under one product.
Federation

One of the most important concepts affecting the nature and scope of data governance is that of
“federation.” The Webster Dictionary definition of federation offers some insight:
1. an encompassing political or societal entity formed by uniting smaller or more localized entities: as
a : a federal government, b : a union of organizations
2. the act of creating or becoming a federation; especially : the forming of a federal union
For data governance, this means defining an entity (the DG program) that is a distinct blend of
governance functions where the various aspects of DG are touched by the organization. The
federation of a data governance program is a definition of where and how standards will be applied
across various layers and segments of an organization. This is best understood by looking at another
federated organizationdthe United States government. Politically, the United States is a federation,
an organization of states with a federal oversight layer. In the United States, some activities of
government are central. There is a central military and reserve banking system. Other functions of
government operate at the state or local level, such as medical care and law enforcement. A data
governance program will necessitate the same type of definition of the required layers of governance
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functionality. The definition of federation will influence the scope of your DG organization, its
processes, and principles.

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Federated systems minimize control issues, but do not prevent them. For example, in the United States a few states
legalize marijuana to some degree. At the federal level, it is still a federal crime to possess or use marijuana. This leads to
some interesting news stories and even more fascinating rhetoric. The resolution mechanism for these issues is the United
States Congress and House of Representatives. In your organization, you will require an issue-resolving body as well, but
we fervently hope it is more effective.